Job Req ID: 2096
Employee Category: Admin
Department: Aviation Studies Institute
Responsibilities:
- Assist the senior manager to procure goods and services required for research activities, including preparation of requirements specifications, procurement documents and raising purchase requests and orders.
- Assist the group in maintaining spreadsheets for budget tracking, expenditure tracking and reconciling accounts.
- Maintain, stock take and track all research assets, supplies and materials and provide regular reports as required.
- Handle the logistics for meetings, such as booking of rooms and preparation of refreshments.
- Ensure office facilities, supplies and resources (e.g. stationary, pantry items) are well stocked.
- Report office facilities faults and issues to the relevant departments for resolution.
- Arrange and coordinate events (e.g. seminars, workshops, conferences, team bonding activities) for the group, including booking of venue, arrangement of food and beverage (F&B), and other logistics such as furniture and audio-visual equipment.
- Compile and process the group members’ reimbursement claims for travel, purchases and other expenditures.
- Assist the new staff to carry out on-boarding procedures such as seat assignment, IT accounts and security passes.
- Compile content from various group members and ensure that that the group’s website is regularly updated.
- Assist visitors with travel arrangements (e.g. flight and hotel bookings) and visa applications.
- Manage the schedules of key personnel and help to arrange their internal and external meetings.
- Carry out other administrative duties as required.
Requirements:
- A degree in any field of study.
- Minimum 2-4 years of working experience in administration.
- Experience in strategic / corporate planning will be advantageous
- Self-driven, motivated and result-oriented, with the ability to set, meet and exceed goals.
- Good problem solving skills with the ability to establish work priorities and carry out duties with minimal supervision.
- Excellent communication skills and the ability to work collaboratively with faculty, staff and the research community from within and across departments.