Job Description
- Office Administration and Document Management: Oversee daily project office operations, maintain organized filing systems (physical and digital), and ensure administrative compliance with project requirements.
- Meeting, Workshop, and Travel Coordination: Organize and coordinate meetings, workshops, and nationwide site visits, including all logistical arrangements and travel documentation.
- Team Leader/DTL Support: Provide direct administrative assistance to the Team Leader, Deputy team Leader, including scheduling, document preparation, and handling ad hoc needs.
- Procurement and Asset Tracking: Assist in procurement of office and project supplies in line with project guidelines and manage inventory and asset records.
- Health, Safety and Team Welfare: Support implementation of health and safety measures in the office and during field activities, including safety briefings, PPE coordination, and incident documentation.
Experience
- At least 3 years of progressive experience in administrative or office management roles, preferably in project-based or field-based environments.
- Experience in ADB-funded or other donor-funded projects is an advantage.
- With hands-on experience in organizing meetings, workshops, and consultations with clients, partners, or government stakeholders.
- Proven ability to handle logistics for national site visits, including travel arrangements, accommodations, vehicle dispatch, and field coordination.
- Experience in developing and maintaining filing systems, including both digital and hardcopy records.
- Experience in responding to administrative requests from project managers and external stakeholders in a timely and professional manner.
- Experience supporting procurement processes such as canvassing, purchase orders, and vendor coordination under donor or government procurement rules.
Qualifications
Bachelor's degree in any of the following fields (or equivalent):
Business Administration
- Public Administration
- Office Management
- Management
- Communication
- Other relevant courses related to administration, project management, or public sector work.
Skills/Knowledge
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Familiar with document management systems and virtual collaboration tools (e.g., Zoom, MS Teams)
- Knowledge of basic procurement processes and filing standards aligned with ADB or similar donor agency requirements is an advantage.
- Proficient in English, both oral and written.
- Able to draft professional correspondence, minutes, and reports in English.
Competencies
- Organizational skills (5): Effectively manages schedules, documents, and logistical arrangement across various tasks.
- Communication (Oral & Written) (4): Communicates clearly and professionally with internal and external stakeholders in English.
- Attention to Detail (5): Ensures accuracy in document handling, date entry, and coordination work.
- Planning and Coordination (5): Efficiently plans meetings, workshops, and travel with minimal supervision and maximum efficiency.
- Problem Solving and Adaptability (5): Responds calmly and effectively to unexpected situations or urgent requests.
- Knowledge and Administrative Systems (5): Demonstrates understanding of office protocols, filing systems, and project compliance.
- Teamwork and Interpersonal Relations (5): Works collaboratively with colleagues, clients, and JV partners in a respectful and supportive manner.
- Logical Thinking (5): Applies structured reasoning in addressing administrative issues and improving processes.
- Decision-Making (5): Makes sound administrative decisions independently within delegated authority, using good judgement.
- Confidentiality and Professional Integrity (5): Handles sensitive project information responsibly and upholds professional ethics.
Personal Drivers
- Commitment to Service Excellence
- Takes pride in delivering accurate, timely, and high-quality administrative support to the project team and stakeholders.
- Strives to exceed expectations in maintaining organization and professionalism.
- Sense of Responsibility and Accountability
- Demonstrates ownership of assigned tasks and ensures completion with minimal supervision.
- Holds oneself accountable for the accuracy and completeness of records, reports, and coordination efforts.
- Proactive and Results-Oriented Mindset
- Anticipates administrative needs and takes initiative to address issues before they escalate.
- Focused on solutions and results, not just processes.
- Integrity and Confidentiality
- Maintains a high standard of ethical behavior and discretion when handling sensitive project documents and information.
- Builds trust with colleagues and clients through consistent professionalism.
At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!
