Administrative Executive (Contract 6 Months | Salary Up to $3,500) (JO29280)

Key Highlights: • Contract Duration: 6 months • Salary Range: Up to $3,500/month • Work Location: HDB Hub Biz Three, Toa Payoh • Working Hours: To be advised Key Responsibilities: Administrative & Records Management • Maintain accurate digital and physical records of training programmes, participant information, and certifications • Update and manage training databases to ensure data accuracy, integrity, and accessibility • Develop and maintain efficient filing systems for easy retrieval of information • Support the unit's e-Registry filing processes and administrative requirements • Provide general administrative support to ensure smooth daily operations Resource & Office Administration • Coordinate the allocation and maintenance of training facilities, equipment, and resources • Manage inventory of training materials and office supplies • Monitor and track unit assets to ensure proper utilisation and accountability • Coordinate administrative resources required for training programmes and unit activities Budget Management & Financial Administration • Monitor expenditure across various budget categories and track utilisation of allocated funds • Identify and flag potential under-utilisation or over-utilisation of budgets • Coordinate with Unit Leads on spending plans, budget requirements, and utilisation timelines • Process and validate financial transactions in accordance with applicable government financial guidelines • Review financial documents for accuracy, completeness, and compliance • Work closely with Finance and Procurement teams to reconcile and verify budget records • Maintain comprehensive financial documentation and records for audit purposes Financial Reporting & Executive Support • Prepare quarterly budget updates and present financial information during Unit meetings • Analyse expenditure and financial trends to identify areas requiring attention • Provide relevant financial insights to support planning and decision-making • Highlight key financial indicators, budget concerns, and areas requiring follow-up Programme Management & Coordination • Coordinate end-to-end programme logistics, including venues, equipment, materials, and resource requirements • Liaise with internal teams and external partners to ensure smooth programme delivery • Track programme milestones, deliverables, and key timelines • Maintain clear and effective communication with stakeholders throughout programme implementation • Anticipate operational requirements and develop contingency plans where necessary • Support the planning, coordination, and administration of training programmes and activities Documentation & Quality Control • Establish and maintain comprehensive programme documentation and tracking systems • Create and update standard operating procedures for programme delivery • Ensure proper record-keeping of participant information, programme outcomes, and relevant documentation • Conduct quality checks at key stages of programme implementation • Maintain accurate programme metrics, performance indicators, and progress records Stakeholder Management & Progress Monitoring • Develop and maintain positive working relationships with internal and external stakeholders • Conduct regular progress reviews and provide status updates on programme activities • Identify potential issues and coordinate timely follow-up or resolution • Gather stakeholder feedback and support continuous improvement initiatives • Ensure programme execution remains aligned with intended objectives and outcomes Requirements: • Diploma or Degree in Business Administration, Management, Finance, Accounting, or a related discipline • 1–3 years of relevant experience in office administration, programme management, finance, or accounting, preferably within education or training institutions • Financial literacy and experience in budget administration will be highly advantageous • Familiarity with government financial regulations and compliance requirements is an advantage • Proficient in Microsoft Office applications, particularly Microsoft Excel, PowerPoint, and Word • Proficient in data and records management tools, including spreadsheets, databases, and document management systems • Familiarity with data visualisation tools such as Power BI or Tableau will be an advantage • Experience with operational requirements within a training institution, such as Outward Bound Singapore, will be an advantage • Strong organisational and time management skills with excellent attention to detail Only shortlisted candidates will be notified. 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