Programme Assistant
4 weeks ago
Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives, e.g. Records Management Project (RMP), Garage Enhancement Project (GEP).
Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project, especially RMP and GEP and related topics, highlighting noteworthy issues/trends for consideration.
Assists in the administration and coordination of programme/project planning and preparation, especially RMP and GEP in MCAS; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
Assists the supervisor in the establishment and implementation of policy and procedure of archive and record management in MCAS; performs cataloguing, digitizing, managing archive, record, messenger, mail, courier, pouch, offsite storage, parking and duty-free services. and other relevant duties. Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
Drafts programme/project summaries; coordinates review and clearance process, and coordinates with project manager and project stakeholders.
Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
Provides guidance and training to new/junior staff, and performs OIC duties in MCAS when supervisor is out of office and supervises and manages the junior General Services staff of MCAS.
Performs other related duties as assigned.
**Client Orientation**: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
**Planning & Organizing**: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
EducationHigh school diploma or equivalent is required.
Job - Specific QualificationA first-level university degree with a major/study in archive and record management, business administration, information system, library, database management or related area is desirable.
Work ExperienceA minimum of seven years of progressively responsible experience in archive and record management, informati
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