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Administration Executive

Location:
Singapore, 159049, Singapore
Posted:
January 13, 2018

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Resume:

Personal Particulars

Name : S Narizzah Bte S Idris

Address : Apt Blk 164, Simei Road, #10-414, Singapore 520164

Home Tel No. : 6785 4070 & 6787 2014

Mobile Tel No. : 9489 1705

Citizenship : Singaporean

Marital-status : Married

Religion : Islam

Interests : Music, Reading, Travelling

Summary of my working experiences :

15 July 15 to current Contract Admin Support Officer Aljunied Hougang Town Council (AHTC)

(previously Aljunied Hougang Punggol-East

Town Council – AHPETC)

(same job scopes as changes only

on employer’s management)

2014 to 14 July 15 Contract Admin FM Solutions and Services Pte Ltd

(attached to Aljunied Hougang

Punggol-East Town Council – AHPETC)

2009 to 2014 Focal Point Adecco (attached to IBM Singapore)

(Business Partner Org.)

2007 to 2008 Assistant Buyer Adecco (attached to IBM Singapore)

(Procurement Div.)

2002 to 2007 Administrator Bulls-Eye Security Agency

1997 to 2000 Administrator D L Resources Pte Ltd

1984 to 1997 Confidential Secretary ST Computer Systems & Services Ltd

(Legal Dept)

Personal Assistant

(Engineering Dept)

Sales Admin. Supervisor

(General Sales Dept)

Sales-coordinator

(General Sales Dept)

1982 to 1984 General Clerk Eastern Book Services Pte Ltd

1980 to 1982 General Clerk Combat Security Services

Educational Background

1992 : L.C.C.I Private Secretarial Studies (PSC)

Systematic Secretarial School

1989 : Secretary in Practice

Personnel & Organisation Development

1989 : UK Institute of Admin Management (IAM)

Thames School of Commerce

1987 : L.C.C.I Business & Industrial Administration

1986 : L.C.C.I Typewriting

Other Courses Attended/Sponsored by the company:-

(In-house/External)

Security Education Course

Customer Relation Training

Effective Conversation & PR Skills

Quality Awareness Training

Delivering Service Quality (DSQ) Frontliner Course (SQ Centre)

ISO9000 Quiz

The Secretary In Practice

Outstanding Secretarial Skills

PSC Seminar’92

Course in British Council

Knowledge of Office Automation:-

Software Applications

-MS Window Office (Ms Word, Ms Excel, Ms Powerpoint)

-Internet

Lotus Notes

Working Experience (in details)

15 July 15 to current : Aljunied Hougang Town Council

24 Nov 14 to 14 July 15 : FM Solutions and Services Pte Ltd

(attached to Aljunied Hougang Punggol-East Town Council)

Designation : Contract Admin Support Officer

Administrator for contract documentations in the Contracts Department which includes:

TENDER & NOTICES

Assisting in preparation and transaction of tender documentations from time of releasing

tender notices thru publications to time of collection of tender documents upon submission from

contractors. These would include :

-Assisting in preparation of Tender CDs, Tender Documents and their safekeeping;

-Registrations, allocations of tender boxes and refunds on any tender submissions;

-Organizing contract and related documents in softcopy and hardcopy format;

-Housekeeping of documents in shared drives and in hardcopy, including scanning, filing and

photocopying documents for proper record purposes;

-Assisting and updating of spreadsheets and databases on status of all contract related

documentations like keeping track of their starting and expiry dates and

-Preparations of correspondences and updating on these contract documentations.

QUOTATIONS, INSURANCES & WARRANTIES

Assisting in preparation of quotations :

-Making sure the quotation numbers are issued accordingly and copies made with their

supporting documents and approvals;

Keeping track of insurances :

-Reminding contractors on insurance issuances, like performance bonds, public liabilities

and work injury compensations and safekeeping the records of these insurance documentations

and their period of coverage;

Keeping record of warranties from all contractors during the contract period.

Other responsibilities would include :

-Provide administrative support for routine operational matters;

-Assist to facilitate and retrieve documentations pertaining to quotations and contract matters

when needed by other depts/external parties;

-Coordinate with Admin staff for vendors and contractors on routine documentation matters;

-Tracking of documentation and traffic management of these documents;

-Coordinate Works Order Administration (when needed);

-Assisting and supporting the Contracts Manager and Contracts Executives on Administration

and Secretarial Matters pertaining to daily operations and

- Assisting the Auditors from KPMG, Price Waterhouse and Audit Alliances in the audit operations.

Working Experience (in details)

01.01.2009 to 31.01.2014 : Adecco (attached to IBM Singapore Pte Ltd)

(Yearly Renewable Contract)

Designation : Focal Contact - Business Partners Organization

Focal Point for Collaborating all IBM Incentive Claims from IBM Business Partners :-

Administor and execute all programs for the Singapore Business Partners (BP) team;

-Coordinate with IBM Partnerworld for all announcements for IBM promotion programs;

-Consolidate and send reminders to all Sales personnel on all incentive programs available for

Business Partners’ actions;

-Coordinate the incentive claims from Business Partners (BP) and send to Disbursement Team (in Malaysia) for validations on submissions, approvals for process and payments to the respective BPs;

-Liaise with Accounts Payable Team from China for payments to the Business Partners on these programs, as well as summarise and update the BPs accordingly.

-Act as a Business Control Analyst to the team and to ensure Business Partner Management

Processes are adhered to via monthly validations and testings on the processes;

-Assist the BP team in audit preparation and reviews;

-Liaise with ASEAN Credit and facilitate BP Credit Revalidation, Temp Credit Increase and

New Credit Line requests;

-Assist and coordinate on BPO events and functions;

-Assist BRPMs and administer the BP Management process;

-Assist in monthly SOX testing and reporting;

-Assist Pricing Team in preparing special bids for contract preparation and release;

-Facilitate and complete monthly Scorecard and SACA scorecard;

-Guide and educate the BPRM on BPM processes and controls;

-Support second tier channel recruitment;

-Support BPRM on second tier enablement;

-Support all PartnerWorld administrative requirement;

-Liaise with AP and ASEAN counterparts on required reporting, controls and compliance

requirements, and ensure consistency in approach;

-Assist in country SACA/quarterly/monthly testing;

-Assist in any IA reviews and audit preparations;

-Support ASEAN BP Marketing Operations on ad-hoc projects/requirement as directed by

Country BP Manager;

-Any ad-hoc duties assigned by reporting manager

Processing Payments for the Business Partners in other areas like IBM Marketing Funds.

Assisting in the training enablement sessions, preparing for RSVPs, sending invitations, registrations, etc

Nature of Administrations :-

-receiving and sending correspondences thru Lotus Notes emails ;

-coordinating the Database Team Rooms;

-IT APPLICATIONS : Microsoft Words, Microsoft Excel, Microsoft Powerpoint

Working Experience (in details)

26.12.07 to 31.12.08 : Adecco (attached to IBM Singapore Pte Ltd)

Designation : Assistant Buyer – General Systems Procurement

Overall assisting the Sourcing Buyers in the Procurement for the following :-

Support the sourcing buyers in the Enterprise & Travel Sourcing Cluster and CSP.

-Liaise with clients and suppliers on name cards printing and other administrative requests;

-Liaise with clients on their queries regarding delivery, resolution of supplier payment issues

& invoices, commodity codes, BOnD

-Assisting in updating catalogues in the BOND system;

-Liaise with hotel personnel on reservations for an event, etc;

-Liaise with suppliers on delivery dates, contracts – filing and retrieval as well as stationeries;

-Obtain and prepare all documentations for new suppliers;

-Adds/updates documentations, include DPL, USL, PEP, Supplier Questionnaires, bank info;

-Assists buyers in all activities during tender stage and preparation of RFPs for the dept;

-Responsible for all administrative activities related to assigned commodities;

-Procure goods and services, negotiates and obtain quotations from suppliers;

-Prepare reports that are required by clients;

-Manage RFS for SO accounts, eg. SIA, DBS;

-Participate in procurement activities in support of multiple business units;

-As well as other administrative duties.

Any other duties as assigned by reporting manager

Application of tools in IBM :

-CAAPS (records of POs, Invoices, Payments, etc);

-SMU (records of new suppliers added into the system);

-Colt-Nextance (records of Agreements in the system); etc.

Working Experience (in details)

AIM : To provide effective and efficient responsibilities no matter how big or

how small the responsibilities are.

1.11.02 - 22.12.07 : Bulls-Eye Security Agency

Designation : Administrator

Duties :-

Overall-in-charge of administrative duties of the company :-

1)maintaining the filing systems;

2)preparing invoices, salaries, CPF contributions;

3)liaising with the Police Licensing Division thru internet applications for guards’ approval;

4)liaising with the Ministry of Manpower & Workforce Development Agency

for admin & documentation purposes;

5)liaising with course providers for sending guards for training;

6)coordinating and submissions for the Skills Development Funds & Skills Redevelopment

Program for the company;

7)preparing simple accounts for the company;

8)assisting the Managing Director as well as the Operations Manager in all aspects of

administrations.

Working Experience (in details)

1.6.97 - 30.9.00 : D L Resources Pte Ltd

Designation : Administrator

Duties:-

1)Maintaining the administration and personnel functions of the company :-

-overall in-charge of the office equipment and stationeries;

-keeping proper records on personal details of staff such as their personal datas, agreements,

leave applications and employment passes;

-keeping proper records on clients’ datas, agreements and other documentations;

-preparing income taxes for staff upon expiry of their contracts and for submissions of their annual income taxes; and

- maintaining the proper system of filing.

2)Handling the financial aspects of the company :-

-overall in-charge of the petty cash and other forms of payment such as bills, taxes,

invoices and others;

-preparing salaries for all staff;

-preparing invoices for all clients;

-handling the company’s banking transactions and

-keeping proper records of the company’s accounts for quarterly submissions to the auditors.

3)Attending to other miscellaneous aspects like :-

-liaising with the company’s auditors on the company’s daily, monthly and yearly accounts;

-liaising with the Singapore Immigration on the applications and status of staff’s employment passes and visas;

- liaising with the Inland Revenue Authority of Singapore for taxes;

-liaising with the CPF Board for CPF contributions; and

-liaising with the company’s insurance agent (AIA) for insurance claims.

4) Providing secretarial assistance to the General Manager :-

-typing of letters, faxes, agreements and other documentations;

-fixing appointments for all staff and clients;

-attending to clients’ requests during the absence of the General Manager;

-attending to staffs’ official requests and

-maintaining the proper system of filing.

Working Experience (in details)

1.6.94 to 31.5.97 : ST Computer Systems & Services Limited

Designation : Confidential Secretary (Legal Department)

Duties:-

Provide Secretarial Support to Senior Legal Counsel

- Typing of letters, memos, faxes, schedules and agreements

- Fixing appointments for her and booking of meeting rooms

- Recording minutes for the QRG (Group Review Meeting) monthly

- Creating files for new projects, making sure that all documents are properly

filed and recorded and placed in the proper place

- Liaising with internal staff and external parties

Attending to the administrative procedures of the Legal Department

- Collection of daily mails and faxes

- Recording and photocopying of all incoming mails

- Keep stock of department stationery

- General filing for the department

- Maintain proper records of department transactions

- Maintain/keep track of department fixed assets

- Filing and Tracking of Contracts/Agreements

- Maintaining/Updating Legal Books/Statutes/Government Gazettes

- Department representative for virus committee

Provide secretarial support to Senior Legal Manager during the absence of her

Secretary and provide ad-hoc assistance to the Asst Company Secretary

Working Experience (in details)

Career Progression In The Company:-

(1.4.92 to 31.5.94 :- Computer Engineering Dept)

[1.2.93 :- Confidential Secretary (Promotion)]

Past duties:- Provide secretarial support to Department Manager

(6.2.91 to 31.3.92 :- Corporate Affairs Dept)

6.2.91:- Personal Assistant (Re-designation)

Past duties:- Provide secretarial support to Legal Counsel

(28.5.84 to 5.2.91 :- Sales & Marketing Dept)

1.1.88 :- Sales Admin Supervisor (Promotion)

Past duties:- Supervising 4 clerical staff & training them on software/word-processing;

Planning/organising the department’s administration to ensure a smooth admin operation;

Provide secretarial support to 2 Sales Managers

28.5.84 :- Clerk/Typist

Past duties:- Supporting Sales Executives in typing letters/tenders/proposals and documentation;

Prepare materials for sales staff presentations to customers

PAST EXPERIENCES

1982 to 1984 : Eastern Book Services Pte Ltd

Purchasing Clerk

(Liaising with customers on their orders; typing of purchase orders to overseas

suppliers for stock replenishments & orders from customers;

Typing of letters, invoices, credit notes and miscellaneous documents.)

1980 to 1982 : Combat Security Services Pte Ltd

Clerk/Typist

(Answering of phone calls; liaising with security guards on their needs and

requests; Typing of letters, invoices to customers & salary slips for security guards

& prepare CPF contributions; coordinating with clients on payments and

other office duties.)



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