Executive/Assistant Executive [ITG]

The Information Technology Group (ITG) drives digitalisation, product development and delivery of digital initiatives to enhance the Ministry's operations and services. ITG work closely with Groups/Division to identify and implement innovative solutions that improve efficiency, security, and user experience. Our areas of expertise include product development and operations management, network infrastructure, cybersecurity, and data analytics. We are committed to delivering reliable, user-friendly technology solutions that enable the Ministry to better serve the community.

We are seeking a proactive and dynamic individual to join the ITG’s Procurement Team. You would be: a. The person-in-charge for the centralised consultation process of IT-related purchases. b. The purchasing officer for payment processing. c. Overall oversight of all ITG contracts to ensure that contracts are reviewed and renewed in a timely manner. Key Responsibilities: a. Manage the centralised consultation process of IT-related purchases. Working with IT teams and reporting to the ITG Procurement team, you will: • Plan and execute consultation operations for IT-related purchases from Groups/Divisions. • Guide Groups/Divisions through the IT pre-procurement consultation process, ensuring sound and effective outcomes. • Have oversight of all IT-related pre-procurement consultations from Groups/Divisions, and hardware and software which are managed in central register. • Review processes and establish guidelines to enhance the overall pre-procurement consultation framework. b. As purchasing officer for payment processing, you will ensure e-invoices from the Agency's Finance System are processed accurately within specified timeframes by: • Retrieving e-invoices from the Agency's Finance System. • Liaising with Verifying Officers (VOs) to obtain necessary supporting documents and ensure due diligence. • Confirming VO verification and document submission via email responses. • Filing supporting documents in the central repository. • Verifying accuracy of cost centre and accounting information in the Agency’s Finance System. • Routing e-invoices to Certifying Officers (COs) for processing. • Following up with VOs and COs to ensure timely action on e-invoices. c. To maintain oversight of ITG contracts holistically, you will work with the respective teams on: • Maintaining a centralised repository of all ITG contracts with visibility across ITG. • Tracking contract values, including funding obtained, approval limits, and exercised amounts to ensure compliance with budgetary and procurement requirements. • Monitoring contract validity periods and performance milestones to proactively initiate renewals, variations, or procurement activities in a timely manner.

Competencies required: • Minimum qualification: Diploma. • Good command of spoken and written English. • Competent in managing data using Excel, Word, PowerPoint. • Good analytical and problem-solving skills and able to adapt quickly to evolving situations. • Good interpersonal and communication skills. • Responsive, prompt and supportive in addressing IT teams' and Groups/Divisions' needs. • Is resourceful and can multi-task in a fast-paced environment with tight deadlines. • Effective stakeholder engagement and relationship management.