Goals
1.1 Contribution to Programme/Office (Key activities/responsibilities; describe and highlight contributions)
Sub Goal 1
Procurement and purchases:
- Engage with various SUSS departments and stakeholders for procurement of goods and services.
- Meeting the requirements and needs of SUSS departments’ activities and events
- Perform administrative task or creating purchase orders and goods receipt on system
- Tracking unmet purchases and unpaid deliveries
- Engage with external vendors, including requesting of quotations, consolidating quotations and potential suppliers
- Vendor creation and update
- Drafting tender documents, vendor evaluation forms (VEF) and approval papers
- Working with Procurement office for order of stationery with SUSS logo and procurement of general inventories for SSC Office
- CAPEX purchases such as laptops
- Software licenses such as Canva and Adobe Cloud
Sub Goal 2
Students, speakers, trainers, coaches, country managers payments, and reimbursements:
- Communication with these stakeholders expecting or receiving payments from SUSS
- Receiving payment of the right amount and on expected and reasonable timeframe
- Work with the Accounts Payables (AP) department to fulfill the necessary supporting documents required
- vCard purchases and payments
Sub Goal 3
Supporting student travel activities for overseas experiential learning through student travel insurance matters
- Involvement in tender purchase for overseas student travel insurance and emergency evacuation services
- Laison with external insurance vendor for Certificate of Insurance (COI)
- Working with Accounts Receivables department to ensure correct payment made
- Providing and laising with students with receipt, COIs and queries
- Monthly declaration submission and additional premium payment for overseas student travel insurance
- Data analytics for travel insurance data for making informed decisions
- ORAMS and request on updating the student travel insurance portal to reflect the latest information
Sub Goal 4
Process improvements:
- Review and suggest process improvements
- Brainstorm ideas and implement necessary changes through a laddered approach
- Identify process deficiencies and work with internal auditor to address these issues
- Plan and implement necessary process improvements considering the constraints and limited resources available
Sub Goal 5
Others:
- Answering other miscellaneous queries from staffs and colleagues, such as staff reimbursements, vCard purchases, procurement and other policies and procedures
- Recording of expenses and income transactions separately for tracking purposes
- Business card administration and purchase
- Event setup
- Sourcing for and booking of venues and catering
- MOE Data Programme: collating, cleaning, and submission of programme data
- Teaching other staff on existing processes including MOE Data Programme
1.2 Contribution to School/College
Sub Goal 1
Promote good procurement policies and practices:
- Suggesting period contractors to Procurement Office for use throughout SUSS
- Student Overseas Travel Insurance used throughout SUSS for students going overseas travel
- Answer queries on procurement and vendors
- Transfer of knowledge on existing processes
Sub Goal 2
Provide administrative support:
- Logistic support including shifting of furniture for event purposes
- Assist in managing SSC’s day-to-day admin functions and operations.
- Assist in maintaining the SSC common mailbox.
- Support the engagement and maintaintance of relationships with external stakeholders.
- Assist with SSC team members on miscellaneous work items and support.
Sub Goal 3
Event coordination:
- Maintain the common SSC event calendar.
- Facilitate 3H Series talks and other SSC internal events, meetings and foods.
- Provide pre-event and on-site support for SSC internal and external events.
- Liaise with various stakeholders and vendors to ensure smooth event execution.
- Support the hosting of visiting local/international students and partners.
Sub Goal 4
Maintainance and streamline system and processes:
- Ensure proper filing and maintainance of the common shared drive for necessary finance documents.
- Support the overall documentation and updating of relevant systems, policies, procedures and user guides for SSC to ensure compliance.
- Review processes regularly to identify areas of improvement.
- Monitor and identify non-compliance, and mitigation strategies where necessary.
Job Description
Primarily administration of procurement and raising payments of activities in SUSS SSC
Job Purpose
The Finance Executive works closely with the various offices and departments in the School such as the Planning and Finance departments and various offices to understand what is needed in the school and SSC Office.
Specific Responsibilities
Weightage (%) = 90
Specific Responsibility 1
Oversee administrative processes, student matters and events:
- Work with various internal and external stakeholders to procure for required goods and services for events
- Request for quotation (RFQ) for smaller-value purchases and evaluation of vendors
- Tendering for larger value purchases
- Raise purchase requisitions and subsequently GRN for payment for services rendered
Specific Responsibility 2
Disbursements and income:
- Manage, check and support student grants and disbursements such as IMDA iPREP, GRT Funding.
- Raise pay requests while making sure that all required documents are in proper.
- Request for issuing invoices for participants in events such as AEE.
- Budgeting for SSC.
Specific Responsibility 3
Others:
- Assist the Dean, Vice-Dean or Manager with ad-hoc tasks including helping out in events planning and execution such as 3H talks, masterclasses, alumni networking events and AEE Conference.
- Communicate and train other staff from other departments on previously applied processes and encourage new ideas for processs improvements.
- Documenting processes
- Daily tasks such as event setup and preparation, assisting Peck Say
Specific Responsibility 4
Yearly and quarterly tasks such as:
- Reclassification of expenses across cost centres, fund code, account code
- Accruals
- Review of open purchase order items
Specific Responsibility 5
Others:
General Responsibilities
Weightage (%) = 10
General Responsibility 1
Participation in institute-wide activities such as supporting convocations, supporting orientation and open house.
General Responsibility 2
Undertake executive development activities and courses relevant to work.
SSC Office_Executive (Finance) 1.xlsx