Manager (Administration/ Legal & Administration Department)

General Administration•To process monthly office telephone invoices and handle other telephone related matters which includes liaising with vendor on line patching, addressing issues on faulty telephone lines etc. •To take charge of audio visual & video conferencing and gym equipment in the office which include follow up actions/rectifications on faults/feedback received from staff, standby for servicing by contractors to follow up/ rectify faulty equipment etc which may be inclusive of after office hours or weekends, where required•Oversee a small team to provide guidance to ensure smooth running of admin services/support for EMA in areas such as receptionist services, fixed asset management, despatch/ mailing, carpark allocation, Fruit Day, stationery & pantry supplies, recycling matters, official gift declaration, new hire & offboarding logistics arrangements, newspaper & publications, travel admin (ensuring staff adhere to IM travel guidelines, airmiles tracking etc)•Continually develop, review and improve administrative processes, policies and procedures by scanning the technology landscape and deploying feasible business solutions Crisis Management •Be part of Resource Management Team to provide logistical arrangements and take part in annual crisis management exercises which involves maintaining and regularly reviewing/updating existing BCP/SOPs, addressing injects during the exercise itself and overseeing stockpile management of personal protective equipment on an ongoing basisCoordination of Internal Audit Matters •Provide coordination and support for EMA’s internal audit matters and processes, including for internal committees in relation to internal audit matters Others•Perform goods receipt (as the alternate officer) for the dept’s invoices in EMA’s financial system•Manage the framework and workflow for tracking of policies/decisions/matters requiring periodic review•Maintain and regularly review/update existing SOPs, provide support/inputs for budget updates, risk management etc•Any other duties as assignedRequirements•Background or qualifications in business administration or related fields, with at least 3 years’ of relevant work experience (including some supervisory skills) in office administration and service provision •Knowledge of latest or current technologies and trends, and best practices in office administration to propose & deploy such technologies•Strong planning, organisation, implementation, management, communication, interpersonal skills and good writing ability•Hands-on and operations-minded attitude and ability to work with people at all levels •Able to multi-task, resourceful and proactive in problem-solving