The posting
1. Office Management and Digitalisation Support broader office transformation and continuous improvement initiatives, including cross-functional projects that enhance productivity, service quality, and employee experience.
- Serve as the primary point of contact and project lead for office management digitalisation and transformation initiatives, overseeing projects from conceptualisation and planning through implementation and post-implementation review.
- Identify, evaluate, and recommend digitalisation opportunities to streamline office management processes, reduce manual work, improve service delivery and enhance overall operational efficiency.
- Conduct end-to-end reviews of existing workflows, processes and systems, identify operational gaps and inefficiencies, and develop appropriate digital or process improvement solutions.
- Work closely with internal stakeholders, technology teams, vendors and external service providers to gather requirements, define project scope, coordinate implementation, and ensure alignment with operational needs.
- Develop and manage project plans, timelines, milestones, and deliverables, proactively monitoring progress and addressing issues to ensure projects are completed within agreed timelines and requirements.
- Coordinate user requirements gathering, system testing, user acceptance testing (UAT), implementation and rollout of new digital solutions and enhancements.
- Facilitate change management and user adoption, including the development of user guides, standard operating procedures (SOPs), communications, and training where required.
- Monitor the effectiveness of implemented solutions and conduct post-implementation reviews to assess outcomes, identify areas for further improvement and ensure intended operational benefits are achieved.
- Maintain proper project documentation, records, process maps and implementation materials to support governance, knowledge management and business continuity.
- Keep abreast of emerging technologies, automation tools and digital solutions that could enhance office management operations and recommend suitable applications where appropriate.
- Undertake other digitalisation, transformation and office management-related duties as assigned.
2. Business Continuity Planning Support the organisation’s response and business continuity efforts, with specific responsibility for office management, logistics and administrative readiness.
- Participate in and support agency BCP exercises, including planning, coordination, execution and post-exercise review activities.
- Serve as part of the BCP for Logistics coordinating office management-related logistics and resources required to support emergency operations and response activities.
- Develop and maintain appropriate operational procedures, checklists and contingency arrangements to ensure office management functions can respond effectively during emergencies.
- Assess and plan for emergency office supply and resource requirements, ensuring sufficient stock levels and timely availability of essential supplies to support operational needs.
- Manage the procurement, storage, inventory and replenishment of emergency supplies, including regular stock checks and monitoring of expiry dates or replacement requirements, where applicable.
- Develop and maintain an appropriate inventory and tracking system for emergency supplies to strengthen accountability, visibility and readiness.
- Plan, administer and monitor business continuity budgets and funds, ensuring appropriate utilisation, financial accountability and compliance with prevailing procurement and financial procedures.
- Coordinate with internal stakeholders, relevant agencies, vendors and service providers to ensure timely mobilisation and provision of office management resources during emergency situations.
- Provide timely status updates, reports and escalation of resource requirements to the Reporting Officer (RO), management and relevant agencies to facilitate informed decision-making and operational response.
- Maintain accurate and up-to-date business continuity documentation, including inventory records, procurement records, contact lists, procedures and other operational information.
- Conduct periodic readiness checks and reviews of office management emergency resources and arrangements and recommend improvements to address identified gaps or changing operational requirements.
- Participate in post-exercise and post-incident reviews, document lessons learnt and implement follow-up actions to strengthen future preparedness and response capabilities.
- Support business continuity and recovery activities relating to office operations to facilitate the timely resumption of essential workplace functions following an emergency or disruption.
- Undertake other business continuity and office management-related responsibilities as assigned.
Requirements
- Tertiary education in the Built Environment, or equivalent.
- Good communication and teamwork abilities to collaborate effectively with stakeholders.
- Effective communication and reporting skills, both written and verbal, with the ability to influence and negotiate with stakeholders.
- Ability to make informed decisions under pressure and manage multiple projects simultaneously.
- Prior working experience in public sector office administration, digitalisation and procurement is an advantage.
If you share our passion to make a difference in the cyber security landscape, take up the challenge and apply now.
All applicants will be notified of whether they are shortlisted or not within four weeks of the closing date of this job posting.
For any issues with the application, you may drop your resume with us at [email protected].
