What The Role Is
This role is part of MHA’s Civilian Generalist career track. Learn more: https://go.gov.sg/civiliangeneralist.
As an Assistant Executive (Family Policy), you will support the smooth running of family programmes for inmates by managing referrals, coordinating logistics, handling administrative and financial processes, and maintaining system administration for user accounts and access rights.
What You Will Be Working On
The jobholder will support work processes related to Family Programmes and Services, and will be responsible for the following:
Referrals
- Generating referrals from the system and route them to appropriate parties for action.
- Manage the referral processes to ensure timely and accurate follow-up by relevant stakeholders.
- Manage the PRIS-FRC inbox, ensuring all correspondence is properly tracked, and addressed promptly.
Logistical Support - Coordinate with relevant stakeholders to arrange logistical support for programmes and events, including the procurement and indenting of transportation and refreshment supplies, as well as the verification and processing of related billing
- Facilitate the clearance of materials required for programme and event operations.
- Manage vendor and visitor clearance for the programmes and events operations.
Administration and Finance - Raise Purchase Requisition (PR) on a necessary basis in accordance with the established processes and guidelines.
- Maintain accurate records management of programme runs, attendance lists, and other relevant documentation.
- Verify invoices and billing against actual attendance and contractual scope to ensure accuracy and accountability
System Adminstration - Perform monthly declarations and reviews of user accounts, including onboarding new users and managing changes to existing access rights
- Monitor system-triggered notifications for irregular activities and take appropriate follow-up actions to address potential compliance issues.
- Maintain accurate records of user accounts and access rights.
The jobholder will also be expected to undertake any tasks and responsibilities as assigned by the supervisor.
What We Are Looking For
- Proficient in Microsoft Office Applications
- Strong organizational and coordination skills, with the ability to manage multiple tasks and deadlines concurrently
- Good communication and interpersonal skills to liaise effectively with stakeholders
