Office/Business Administrator

To support the JOC Secretary through the administration of document management, office budgets and the preparation of various management reports needed to efficiently and effectively run the JOC office

Skills

• Policies, Processes and Procedures

  • Assists in the development and implementation of JOC policies, processes, and procedures to ensure all relevant procedural and legislative requirements are fulfilled

• Day- to-day Administration

  • Carries out the day-to-day JOC administration processes to ensure that work processes are implemented as designed and comply with established standards and procedures

• Expense Tracking

  • Tracks the Authorisation of Expenditure, payment and scrutiny of KGOC and AGOC Loanee/Secondee invoices, hotel and travel bookings, VIP gifts, etc. to meet the requirements of the Chairman and Secretary of JOC
  • Tracks the monthly statement of accruals for AGOC and KGOC Loanees/Secondees to ensure they are accurate and updated timely
  • Tracks the manpower requirements of Loanees/Secondees for the various departments

• Budgets and Plan

  • Assists in the preparation of the JOC Office Budgets by preparing analysis and data related to specific elements, as directed
  • Assists in the preparation and control of the budgets for four cost centres viz. JOC Secretary office, General Management Chairman’s office (GMT), AGOC sole Account and KGOC sole account
  • Prepares the Quarterly Budget and manpower report for JSO and GMT in accord with Budgeting processes
  • Prepares the Business Operating Plan including SWOT, Manpower and training plans, Budgets for Expenditure

• Documentation

  • Organises the capture of administrative processes through SAP - COGANUS system to document all workflows related to JOC Secretary’s office

• Procurement

  • Initiates Procurement requisitions for GMT and JSO to meet internal procurement needs
  • Tracks the performance of JOC office Department initiatives against Key performance Indicators and Performance targets to determine Actual Performance against Action Plans, and trigger corrective action

• Co-ordination Role

  • Functions as corporate co-ordinator between the stakeholders AGOC and KGOC to obtain the necessary documentation needed for JOC meetings
  • Functions as Training and Conferences Co-ordinator to organise training of Board staff and staff of General Management Chairman’s Office and Advisor Office
  • Liaises with various department heads and business heads to co-ordinate the logistics and accommodation for VIP’s and guests of the GMT.

• Committee Representation

  • Participates as a member of the Fixed Asset Control and Monitoring Committee (FACMC) to change the Master plan and assess the costs and keep both parties informed about fixed assets and obtain approvals

• MIS and Reporting

  • Supervises the preparation of timely and accurate departmental reports which conform to Company and department requirements, policies and standards
  • Prepares MIS reports for the JOC office to keep Management informed of the status and progress of JOC affairs

• Supervision

  • Oversees the activities and work of JOC staff by providing formal and informal feedback to ensure that all work within a specific area is carried out in an efficient manner and in accordance with set individual targets

• Safety, Health & Environment

  • Liaises with the Safety Co-ordinator and Emergency Management System Representative to organise Safety awareness briefings for department staff
  • Ensures compliance to all relevant safety, health and environmental procedures in the section in order to promote a healthy and safe work environment
  • Prepares Quarterly safety inspection reports to communicate compliance with safety standards

• Related Assignments

  • Performs other related duties or assignments as directed

Education

• Bachelor degree in Business Administration