Job Responsibilities :

A. Townhall, workshops, dialogues, FuelUPs, Well-Being@Gov and staff engagement events

1. Book locations and coordinate with vendors on F&B, event organisation as well as logistics

i. Identify and propose event locations (internal & external) based on estimated attendance and budget

ii. Liaise with location on date availability and administration

iii. Identify and propose vendors on F&B and event organisation based on approved concept

iv. Liaise with selected vendors to coordinate the execution details on rehearsals and event days

v. Support the processing of procurement and finance requirements such preparation of AOR, sourcing quotations, preparing POs as part of managing the event

2. Invitation and monitor RSVP

i. Invite selected participants based on guidance of the project lead via calendar invites or any form event management tool used

ii. Monitor the RSVP and send reminders

iii. Report the RSVP to the project lead based on established timelines

3. Management of staff queries

i. Manage and address any queries from staff regarding event, using a developed FAQ.

ii. To develop and propose responses for HPB officers' review, relating to queries not found within FAQ.

4. Create eDM and infographics using Canva for comms

i. Use Canva or any design tool to create eDM to attract staff attention to sign up as well as provide info in clear and succinct manner, guided by project lead.

ii. Use Canva or any design tool to create newsletter or eDM to share content from concluded events, guided by project lead.

5. Manage the execution of logistics and coordination with location facilities management on event day

i. Ensure the set-up of location on event day as per coordinated

ii. Ensure that the logistics arrived on time and in the correct positions

iii. Ensure that F&B is set up timely and consumption adheres to guidelines

iv. Support any activation of contingencies, guided by project lead

B. OLE Duties

1. Budget

i. Reporting and consolidation of department budget as part of Finance reporting exercises

ii. Support the OLE budget officer to consolidate inputs from different workstreams and update into the excel spreadsheet on a regular basis.

iii. Execute any transfers of fund, including seeking of approval and running the process in WorkDay

2. OLE logistics & IT assets

i. Manage OLE's IT assets

ii. Manage reporting requirements as it arises

iii. Manage the replenishment of essential stationaries on a quarterly basis

iv. Manage the request forms for access cards and IT equipment for new staff

3. General comms support

i. Use Canva or any design tool to support all other comms requirement outside of the above, as directed by the HOD

ii. Manage and assist in the use of FormSG, Mentimeter and PidgeonHole for the team

4. General work support

i. Manage and upkeep OLE mailbox, guided by HOD

ii. Manage and upkeep OLE intranet page, guided by project lead and HOD