Administrative Support Executive (2 Year Contract) - Part-Time

1. Programme Delivery and Stakeholder Management

• Develop materials (both hardcopy and digital) to support the delivery of health plans and wellness programmes, such as health plan booklets, information pamphlets, tokens, playbooks, letters, briefing videos, and educational toolkits.
• Develop materials (both hardcopy and digital) to support programme implementation and stakeholder engagement activities.
• Train and familiarize staff with programme materials and processes, maintaining regular engagement to ensure alignment with programme objectives and priorities.
• Build and maintain strong working relationships with internal stakeholders, healthcare professionals, schools, and partner agencies to facilitate effective programme delivery.
• Provide guidance and resources to schools and stakeholders on programme implementation, health plans, and operational playbooks.
• Monitor, track, and document programme progress, identifying challenges and recommending improvements where necessary.

2. School Health Administrative Support

• Support the planning, coordination, and execution of school health and wellness initiatives.
• Coordinate with schools and relevant stakeholders to facilitate the delivery of health-related programmes, including health screenings, vaccinations, and health promotion activities.
• Monitor programme implementation to ensure compliance with established protocols, timelines, and quality standards.
• Serve as a key point of contact for programme-related enquiries, feedback, and issue resolution.
• Perform general administrative duties, including scheduling meetings, coordinating appointments, and preparing meeting minutes.
• Assist in the preparation of reports, presentations, and programme updates for stakeholders.

3. Resource Procurement and Management

• Provide procurement support, including sourcing and comparing quotations, issuing purchase orders, and processing invoices, credit notes, and related documentation in accordance with procurement policies and guidelines.
• Identify and assess resource requirements to support programme delivery and operational needs.
• Collaborate with internal and external stakeholders to support resource development, sourcing, and procurement activities.
• Ensure timely and cost-effective acquisition of materials, equipment, and services.
• Maintain accurate procurement records and monitor the status of resource requests and purchases.

4. Survey Design and Monitoring

• Support the design and development of survey instruments to collect data on programme reach, participant experience, and programme outcomes.
• Ensure survey questions are clear, relevant, and aligned with evaluation objectives.
• Coordinate survey administration activities, including managing timelines and liaising with survey vendors or stakeholders where required.
• Monitor data collection processes to ensure accuracy, consistency, and completeness.
• Consolidate survey findings and prepare reports with actionable insights to support programme evaluation and continuous improvement.

Requirements:

• 1- 2 year experience in administrative support skills and the following skills:
• Good communications and interpersonal skills
• Strong project, stakeholder, and time management skills
• Proficient in handling procurement related projects
• Proficient knowledge of Microsoft programmes (e.g., Excel, PowerPoint, Word, Outlook) and preferably Canva, Photoshop and/or Adobe Illustrator

EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411