• Coordinates the Administrative Coordinators: providing individual feedback and advice, including during Annual Talent Management Exercise (ATME); managing assignments and resourcing across units, ensuring coverage across units during absences (including using temporary staff and informal pipelines) through HRD’s SOS pool, gaining a unique perspective on the talent pool; typically acting as primary contact for the group and elevating common issues of concern to departmental management.
• Assists in recruitment, supports hiring manager in the process; for example, determining shortlists, and sitting on both institutional and departmental interview panels as needed.
• Conflict resolution: first point of contact for A1–A7 group to raise concerns about work environment issues. Coordinates with HR team and provides guidance on available resources and escalation channel to ensure fairness and respect.
• Responds to general enquiries on administrative processes and policies: first point of contact for queries outside the focus of HR issues, e.g., office space protocols, etc.
• Assists the SHRBP/HRBP and senior staff in managing A1-A7 Administrative Coordinators and personnel issues pertaining to this group of staff, including: recruitment and staffing, distribution and planning of workload, coordination of cross-departmental assignments to meet heavy and changing work demands and to help build bridges between units, performance assessment, career and skills development, and training including Workday transactions.
• Provides leadership on office administration matters, seeking ongoing improvement in departmental administrative practices, ensuring that procedures are carried out and communicated efficiently and effectively and in accordance with Fund and departmental policies. This includes the responsibility of coordinating the departmental office space planning.
• Monitors budget for overtime, temporary support and contractual assistants; discretionary budget, except business travel and IT; monitors vacancy lag for MCM staff and overall staffing levels at the division and departmental levels relative to allocated FTEs; and keeps track of incoming/outgoing staff.
• Works closely and maintains administrative support on Fund-wide and departmental initiatives (e.g., Assistant Mobility Program, Fund Recognition Program, and other special events).
• Works closely with RS division on FTE and positions management.
• Coordinates information technology-related work, including technology training, network requests, HRPROD, FINPROD, and liaising with IT.
• Oversees telework requests and manages its submission to HRD.
• Leave usage: monitoring and reporting on staff leave usage, CWS, compensatory leave, and overtime usage, and coordinate with the Budget Officer on applicable budget(s).
• Administration and oversight of recognition programs and mentoring program; contingent worker management; N12 issuance; management of departmental access rights (My IT Access); approval of overtime reports and contractual timesheets and other ad hoc responsibilities.
• Manages facilities/office space requests and other related issues: oversight of all procedures related to facilities/office space, including staff moves, and liaison with CSF on associated workspace issues, including how staff will be accommodated for rotational presence, and other logistical constraints.
• Leads event management: townhalls, departmental events (organize retreats, holiday parties, multi- sports day, townhalls), coordinates departmental events such as, recognition awards, department retreat.
• Provides HRMS reports when required.

Requirements:

At grade A09, educational development, including and/or supplemented by work experience, typically acquired through the completion of an advanced university degree program, or equivalent, in human resources management and administration, business administration, or a related field; or a bachelor’s degree, supplemented by a minimum of six years of relevant professional experience in human resources administration, office management; or a minimum of two years of relevant related experience at Grade A8 (or new Grade A7), or equivalent, is required.

At Grade A10, educational development, including and/or supplemented by work experience, typically acquired through the completion of an advanced university degree program, or equivalent, in human resources management and administration, business administration, or a related field, and a minimum of two years of relevant professional experience; or a bachelor’s degree, supplemented by a minimum of eight years of relevant professional experience in

general administration, office management; or a minimum of two years of professional administrative experience at Grade A9, or equivalent, is required.