Regional Administration Officer, Asia

The Opportunity

As a member of the regional Business Support team, the Administration Officer would a will have responsibility overall administrative related matters. You will be the trusted partner of the Senior Business Support Officer.

Key Responsibilities

Procurement/ ProSave

• Supporting national procurement requests, maintain and initiate procurement of office supplies etc.
• Managing and ensuring timely inputs of the procurement tracker for the Asia Regional Office as well as making sure that the tracker is regularly updated
• Responsible for vendor data management by ensuring vendor’s info/data are up to date and working with Regional Procurement team to liaise with Global Compliance team for global vetting and onboarding suppliers.
• Perform a variety administrative support duties such as negotiating pricing agreements, finding supportive vendors, coordinate for necessary office operational needs – Sourcing
• Creating purchase request, purchase order and processing invoice via ProSave for administrative support

ARO Administrative Tasks:

(Scope: International staff in ARO (Singapore) housing/education and SCI/internal visitors accommodation)

• Negotiate, finalise, and monitor lease agreements and service contracts for international staff housing
• Negotiate, finalise, and monitor timely payments on lease agreements and service contracts for international staff housing
• Processing payments for school fees for applicable international staff.
• Provide admin induction and logistical support to incoming overseas staff. Help staff to settle down well in Singapore
• Working with hotel representative to maintain annual corporate rates and with global travel agent on rates loading for use of hotel booking tool
• Manage VISA application matters for incoming internal visitors into Singapore (eg issue VISA invitation letter and other supporting documents)
• Basic event planning responsible for coordinating involved in ensuring events go smoothly, including choosing venues, catering services and hotel, etc.

Administrative Support to Regional Director

• RD’s visa applications and other matters related to RD’s passport
• RD’s medical claims via Cigna, and other expense claims
• RD’s travel arrangements: TAR, Diversity flights, hotel bookings, liaising with COs re. schedules and transport arrangements
• RD’s timesheet submission and approval of RD direct report timesheet approval as delegated approver

Employee Expense Claim Processing

• Timely and accurate processing of invoices/expense reports
• Checking all travel expense claims against supporting document submitted by all ARO staff to ensure they are in line and compliance with policies and procedures

Personal Data Protection Management for Asia Regional Office

* Singapore Personal Data Protection Act 2012 (PDPA) is a law that governs the collection, use and disclosure of personal data by all private organisations.

Assist ARO to ensure compliance to the Act by maintaining the following:

• Implement processes and policies for the handling of personal data, in accordance with Save the Children Asia Regional Office data protection obligations.
• Regularly communicating to employees on the personal data protection policies.
• Handling queries and complaints regarding Asia Regional Office protection of personal data.
• Informing management of any data protection-related risks which may arise.

Other administrative Support

• Other administrative duties as assigned by Senior Business Support officer

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/careers

Closing Date for Application: 4 November 2022

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.