Office Manager – ICC Asia

ICC Asia is currently looking for an Office Manager to manage the general Operational and Administrative activities of the Singapore office (ICC Asia and SICAS).

Duties and Responsibilities:

On-site point of contact for all support services at ICC 

  • Coordination with the ICC office in Paris regarding recruitment, visas, reporting, development and implementation of new employee benefits and contact with legal representatives regarding all HR contractual processes.
  • Monitoring contractual relationship with providers.
  • Drafting contract of employment and other formal documents related to ICC Asia operations.
  • Liaise with Headquarters on matters related to banking, funds transfer as well as invoice approvals and payments.
  • Serve as point of contact in all areas related to bookkeeping and year-end closings as well as annual audit.
  • Create comparative budgets for supervisor. Ensures purchases are within the constraints of available funds.
  • Maintain all insurances for the organization. Liaise with company headquarters and insurance brokers in all aspects of policy renewals and adjustments. Process Certificates of Insurance as needed.
  • Prepare the documents for ICC Asia Annual General Meeting and submit the necessary paperwork to the Ministry of Law (Once per year).

 

Facility and Operations

  • Manage all aspects of facility security, maintenance cleaning and repair.
  • Processes monthly rent payments and reconciliations.
  • Local supervision for Singapore based IT service provider.
  • Orders all office and pantry supplies.
  • Manages all vendor relationships.

The Office Manager will work with the staff of ICC Asia and with the Management Team in Singapore (SICAS). He/she will liaise with ICC Academy, the support services in Paris (Finance, HR, Legal and IT), all external suppliers and with the local administration.

Requirements:

  • 5 to 10 years’ related experience or training required
  • Ability to analyse and organize facility operations and procedures such as bookkeeping, personnel, information management, filing systems, requisition of supplies, and other administrative services
  • Ability to handle multiple projects and responsibilities.
  • Ability to manage a fast-paced working international environment
  • Excellent verbal and communication skills in English
  • Proficiency in MS Office
  • Experience creating reports
  • Experience using a payroll system.
  • Organized, detail-oriented and proactive.

Terms and conditions

Applicants should mention whether they are legally entitled to work in Singapore

Location: The position is located in Singapore.

Start date: mid-December 2020.

Department: ICC Asia

Contract type and duration: Permanent position

Remuneration: According to experience

How to apply: Please send your curriculum vitae detailing qualifications, experience, current and expected salary, contact number as well as availability to the attention of Claudia Pansa, HR Business Partner, at claudia.pansa@iccwbo.org

Please indicate “Office Manager – ICC Asia” in the subject line of your application.

Closing date for applications: 17 November 2020

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