Program Executive - Singapore - Asia-Pacific Economic Cooperation (APEC) Secretariat

Asia-Pacific Economic Cooperation (APEC) Secretariat Singapore

5 days ago

Description

Roles & Responsibilities

EDUCATION / TRAINING REQUIREMENTS

University degree qualified or its equivalent.
Minimum 5 year's experiece in project management (fresh graduates with some experience in university project management can be considered)

WORK EXPERIENCE REQUIREMENTS

Critical Competencies:

Planning & organising
Deciding & initiating action
Presenting and communicating information
Delivering results and meeting customer expectations
Adapting and responding to change

Skillset:

Good command of English both written and spoken
Proficient in MS Office applications
Project management skills
Strong sense of situation awareness
Strong interpersonal skills
Effective team work skills

RESPONSIBLE FOR project management, meeting documentation and record management of the APEC Secretariat. Reporting directly to Program Directors (PDs), the PE provides support and acts as primary contact for the PDs' fora of responsibility.

PRINCIPAL RESPONSIBILITIES:

A. Project Management

Assist Program Directors (PDs) and liaise with Project Overseers (POs) on all elements of project management, such as project budgeting, preparation of contracts, funding arrangements for travelers, disbursement of project claims, and project monitoring and completion.
Coordinate project processes and communicate with PO and stakeholders during the lifespan of each approved project, such as budget tracking, preparation of contracts, funding arrangements for travelers, disbursement of project claims, and maintain comprehensive project documentation for monitoring and completion, per requirements of the Guidebook on APEC Projects and the ISO 9001 Quality Management System.
Monitor project progress, identify any potential issues and escalate them to the PDs.
Consider the circumstances of each project, where appropriate, when: (a) determining airfare funding ceiling and providing approval of airfare quotations to funded travelers before issuing travel undertaking letters to them. (b) submitting disbursement claims on behalf of funded stakeholders (travelers, contractors, and service providers) of each project.
Work with internal stakeholders and respond to POs and stakeholders' enquiries, such as funding availability, publishing requirements and status of disbursement.
Provide guidance to POs on fulfilling project processes, reporting and publishing requirements in accordance with the various APEC guidelines and timelines requested by internal stakeholders.
Performs other related duties as assigned.

B. Meeting Documentation and Support

Monitor the timely collection, processing, uploading and submission of meeting documents, and the approval of non-member participation.
Support meeting logistics, such as planning action timeline, assigning document numbers, creating cover pages and customizing document request form for each meeting.
Assist PDs in the process of obtaining approval for non-member participation per APEC Guidelines on Managing Cooperation with Non-Members, and where applicable, facilitate the request for invited guests' registration.
Collate, process and upload meeting documentation per Submission of Meeting Papers – Tasks and Responsibilities Checklist.
Submit meeting documentation to the Documentation Centre and Information Manager in a timely manner.
Performs other related duties as assigned.

C. Record Management

Update, maintain and comply with filing protocols for fora records.
Maintain up-to-date contact list of APEC fora.
Adhere to filing system per prescribed standards, and maintain all records of fora on APEC shared drive, website and modules in APEC Information Management Portal (AIMP).
Understand and follow the Guidelines for Handing and Taking Over Process in cases of portfolio reshuffling or taking up new assignments.
Where applicable, assist PDs to format/submit documents/reports, and upload them onto the APEC Collaboration System (ACS)
Performs other related duties as assigned.

Tell employers what skills you have

Customer Relationship
Microsoft Excel
Interpersonal Skills
Administration
MS Office
Project Management
Attention to Detail
Communication Skills
Team Player
Able To Work Independently

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