Group Assistant (QMSSD)

JOBSUMMARY

The Group Assistant directly reports to the Director - QMSSD.

The Group Assistant has the authority in enforcing coordination of the various activities of the director, the QMSS department, and handling of all incoming and outgoing communications and other messages.

DUTIES & RESPONSIBILITIES

• Arrangement of Director’s Meetings, calendars, Prepares Minutes of Meeting, Reports, assistance on Budget Preparation, Presentation and other urgent QMSSD matters requested by Director.
• Ensures all documents/files for the Director-QMSSD shall be properly filed and checked for retention and secured access.
• Distributes and process office correspondence and other documents such as offense notices, memo, dismissal, back to work memo, work schedules and operational roster for QMSSD as needed.
• Processes cash advances, liquidations, reimbursement of expenses and other related finance documents required by QMSS department.
• Assist in the preparation of business travel authorization (BTA) of personnel (TDY, Audits, Training, OB).
• Responsible purchase requisition for department supplies and equipment.
• Responsible for provision of allowances of personnel during OB travel.
• Prepares travel expense report and travel advance fund replenishment of personnel as needed.
• Preparation for VISA application as needed during OB travel.
• Perform other duties and functions that the director may assign.

EDUCATION & TRAINING

• Graduate of BS Accountancy / Business / Management or equivalent

KNOWLEDGE & EXPERIENCE

• Must have at least 1 year of experience in a related field.
• Knowledge in MS Office and SAP

SKILLS & ABILITIES

• Good communication skills, written and verbal.
• Self-motivated
• Highly organized