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Senior / Assistant Director, ASEAN Organizing Secretariat 2018

Careers@Gov
Agency: Ministry of Trade and Industry
Job no.: 515487
Work type: Contract
Location: Singapore
Categories:Administration Support, Others

The Ministry of Trade and Industry (MTI) seeks to transform Singapore into a leading global city of talent, enterprise and innovation. Our mission is to promote economic growth and create good jobs to enable Singaporeans to improve their lives. In MTI, you can expect an exciting, challenging and rewarding career!

You will be a member of the ASEAN Organising Secretariat (OS) 2018 which spearheads the logistical and hospitality arrangements for the ASEAN 2018 meetings. Under the OS, there are 11 sub-committees and you will be assigned as part of these sub-committees, namely namely Security, Conference Facilities, Medical Services, Documentation, Information, Accreditation & Registration and Administration, Protocol, Airport Courtesies, Transport, Accommodation, Special Events & Social Programmes. You will assist the Deputy Director to conceptualise, manage and implement plans necessary for the successful hosting of ASEAN 2018 in close coordination with members of all the sub-committees. This is a contract position.

Responsibilities
The specific responsibilities that you will oversee could include:

Security

  • Develop work schedules/plans necessary to meet security requirements of meetings.
  • Develop and seek approvals for operating guidelines & procedures, including details and frequency of checks on key security points.
  • Work with Singapore Police Force on assignment of Personal Security Officers.
  • Identify and acquire resources to recruit, train and deploy security staff.

Conference Facilities

  • Work with ASEAN Secretariat (ASEC) to prepare meeting programmes.
  • Liaise with events management company for backdrops, signage, lapel pins, lanyard passes, gifts, country nameplates and flags.
  • Oversee the set-up of all plenary & bilateral meeting venues, registration & information counters, infrastructure matters, including overall floor layout of facilities etc.
  • Recruit, manage and train a team of assistants to assist delegates at meeting venues.
  • Implement meeting access control, traffic control, car-parking and registration counter.

Medical Services

  • Ensure that adequate medical services and facilities are provided at meeting venues.
  • Manage and coordinate all medical support (services & facilities) to provide medical coverage for all delegates and participants, both on-site and off-site, including airports, hotels and event venues for the entire programme.
  • Develop and seek approval for operating guidelines & procedures, including contingency plans for dealing with emergencies and other threats.

Documentations

  • Work with ASEC to compile, prepare, and distribute meeting documents and reports.
  • Prepare conference kits and information notes for all delegates.
  • Obtain and print texts of all speeches and documents tabled.
  • Oversee distribution of documents, control flow of papers at plenary sessions.

Information and Accreditation

  • Prepare and facilitate the registration and accreditation process for all delegates.
  • Coordinate the security clearance and accreditation of all local staff.
  • Manage and clear requests with Security Sub-Comm for on-site accreditation.
  • Develop an accreditation system for all meeting participants.

Admin, IT & Finance

  • Consolidate budget requirements, seek budget approval, and launch RFQ/ITQ/ITT.
  • Set procurement procedures for compliance by all sub-committees.
  • Monitor and ensure proper utilization of overall approved budget for meetings.
  • Award of contracts and liaison with venue or service providers.
  • Prepare General Information (GI) and Administrative Note for delegates.
  • Ensure provision of adequate IT services and support for all meetings.
  • Procurement of office, conference, communication, IT equipment, stationery-related requirements.

Protocol

  • Oversee and manage all protocol matters.
  • Develop plans and work schedules to meet protocol requirements.
  • Recruit, train, manage and deploy liaison officers.
  • Develop operating guidelines & procedures and contingency plans.

Airport Courtesies

  • Arrangement to receive and send-off ASEAN 2018 Ministers, senior officials and their delegations.
  • Work with airport customs, Ministry of Foreign Affairs protocol, liaison officers, transport/drivers to ensure smooth reception and send-offs.

Transport

  • Manage the deployment of drivers and their schedules.
  • Develop transport plans to meet the transport demands of all meetings.
  • Provision of transport services for Ministers, senior officials and their delegations.
  • Provision of shuttle bus services to ferry delegates from hotels to meeting venues.

Accommodation

  • Oversee and manage accommodation needs of Ministers, senior officials and their delegations.
  • Liaise with foreign embassies on the allocation of rooms.
  • Ensure that rooms are ready and in order before the arrival of Ministers and senior officials.
  • Liaise with hotels to facilitate the check-in of Ministers and senior officials.

Special Events & Social Programmes

  • Organise and manage all social events for delegates, participants and their spouses.
  • Plan and organize Gala dinners, golf games and spouse programmes.
  • Prepare and distribute tourist information kits to delegates.
  • Liaise with restaurants on food/menu for official meals.
  • Develop operating guidelines & procedures, including contingency plans.

Requirements

  • Minimum 3 years of working experience.
  • Prior experience in organizing or managing major events would be an advantage.
  • Strong analytical, project management, communication and problem-solving skills.
  • Excellent communication and interpersonal skills.
  • Able to manage multiple priorities and navigate in a fast-moving environment.

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