Administer, monitor and update the database containing documents and artifacts of the project. Extracting/generating data and other reports;
Undertake analysis and validation of various documents, ensuring accuracy of input, circulating and tracking of signatures, distribution into various application systems of the company, maintaining and ensuring appropriate controls in the preparation of data;
Undertake comparison analysis of data, based on MS Excel, undertaking preparation of reports (investigating discrepancies and ensuring accuracy and reliability), distribution and presentation of the same;
Administer user access to project related tools and systems, by filing appropriate requests within OIST, tracking progress and informing the requestor about established access rights.
Attend to and monitor user requirements by coordinating with various sections of OIST, various departments of the company and various contractors of OIST;
Prepare draft memoranda and internal correspondence in compliance with the company’s standards. Attending regular project meetings and create meeting minutes.
Enter and verify information into various computer systems as well as manually maintain records;
Operate other office equipment such as photocopier, fax machine, and calculator;
Provide efficient services and actions on incoming telephone calls and emails, taking accurate messages, dealing with queries from internal/external parties to ensure they are referred in a timely manner to concerned staff.
Ensure the effective coordination of supervisors’ schedules by arranging project related appointments, meetings, as specified by the supervisors and in accordance with the company’s procedures.
Ensure the office filing systems and records are properly maintained and updated in accordance with an existing framework for easy retrieval.
Maintain adequate stocks of office supplies as required.
Perform other administrative tasks that may be required.
Experienced in any of the following administrative tasks: accounting, budgeting, procurement, accounts payable (billing), office support
Ability to understand business processes related to Accounting, Controlling or Treasury
Ability to create memos and meeting minutes in timely and accurate manner
Good team player
Client oriented with ability to mediate and resolve conflicts
Follows through client inquiries, requests, and complaints
Has strong work ethics and the ability to work well with individuals from different cultural/national background
Highly engaged and motivated, problem solving mentality
Possesses knowledge of computer technology, including the ability to use MS Office software package such as spreadsheets, graphics, word processing and database management
Has good time management skills
Possesses good communication, organizational, and interpersonal skills; and
Preferably with experience in data control work
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