Office​/Business Administrator

To support the JOC Secretary through the administration of document management, office budgets and the preparation of various management reports needed to efficiently and effectively run the JOC office

Assists in the development and implementation of JOC policies, processes, and procedures to ensure all relevant procedural and legislative requirements are fulfilled

Carries out the day-to-day JOC administration processes to ensure that work processes are implemented as designed and comply with established standards and procedures

Tracks the Authorisation of Expenditure, payment and scrutiny of KGOC and AGOC Loanee/Secondee invoices, hotel and travel bookings, VIP gifts, etc. to meet the requirements of the Chairman and Secretary of JOC

Tracks the monthly statement of accruals for AGOC and KGOC Loanees/Secondees to ensure they are accurate and updated timely

Tracks the manpower requirements of Loanees/Secondees for the various departments

Assists in the preparation of the JOC Office Budgets by preparing analysis and data related to specific elements, as directed

Assists in the preparation and control of the budgets for four cost centres viz. JOC Secretary office, General Management Chairman’s office (GMT), AGOC sole Account and KGOC sole account

Prepares the Quarterly Budget and manpower report for JSO and GMT in accord with Budgeting processes

Prepares the Business Operating Plan including SWOT, Manpower and training plans, Budgets for Expenditure

Organises the capture of administrative processes through SAP - COGANUS system to document all workflows related to JOC Secretary’s office

Initiates Procurement requisitions for GMT and JSO to meet internal procurement needs

Tracks the performance of JOC office Department initiatives against Key performance Indicators and Performance targets to determine Actual Performance against Action Plans, and trigger corrective action

Functions as corporate co-ordinator between the stakeholders AGOC and KGOC to obtain the necessary documentation needed for JOC meetings

Functions as Training and Conferences Co-ordinator to organise training of Board staff and staff of General Management Chairman’s Office and Advisor Office

Liaises with various department heads and business heads to co-ordinate the logistics and accommodation for VIP’s and guests of the GMT.

Participates as a member of the Fixed Asset Control and Monitoring Committee (FACMC) to change the Master plan and assess the costs and keep both parties informed about fixed assets and obtain approvals

Supervises the preparation of timely and accurate departmental reports which conform to Company and department requirements, policies and standards

Prepares MIS reports for the JOC office to keep Management informed of the status and progress of JOC affairs

Oversees the activities and work of JOC staff by providing formal and informal feedback to ensure that all work within a specific area is carried out in an efficient manner and in accordance with set individual targets

Liaises with the Safety Co-ordinator and Emergency Management System Representative to organise Safety awareness briefings for department staff

Ensures compliance to all relevant safety, health and environmental procedures in the section in order to promote a healthy and safe work environment

Prepares Quarterly safety inspection reports to communicate compliance with safety standards

Performs other related duties or assignments as directed