Assistant Administration Asia-Pacific

Employment Type: Permanent
Contract Duration:

Why you will love working here

At IATA, we represent over 350 airlines worldwide, striving to make aviation safer, smarter, more sustainable, and inclusive.

• 
  Our Values are not just words on a page - they are the energy behind everything we do: ONE IATA - We collaborate across teams, TRUSTED - We do the right thing, INNOVATIVE - We make tomorrow better, INCLUSIVE - We embrace diverse perspectives.
• With over 30,000 courses available, we believe in continuous learning and support your growth in an ever-changing industry.
• Diversity, equity, and inclusion are our priorities. We are certified by the Equal Salary Foundation, offering equal pay and family-friendly policies.
• We encourage community involvement through volunteering and strive to make tomorrow better for aviation and our communities. We offer time off so you can support causes important to you.
• We promote work-life balance with flexible work options, including remote and hybrid work, a generous 'work from abroad' policy, and you get your birthday off!

About the team you are joining

Reporting to the Assistant Manager, Corporate Administration and Procurement (CAP), the Assistant, Administration Asia-Pacific plays an important role in supporting the day-to-day operations of the IATA Singapore Regional Office. This role involves diverse responsibilities in handling various administrative activities to ensure the office operates efficiently and smoothly while maintaining a safe work environment. The ideal candidate must possess excellent communication and interpersonal skills, along with a positive mindset that adapts to and embraces the dynamic work environment.

What your day would be like

Administrative Support

• Provide comprehensive administrative support, maintaining both the physical and e-filing systems, managing communications (emails, phone calls, and postal mail), handling administrative announcements, liaising with internal/external stakeholders when requested
• Manage cost allocation reports, handle administrative purchase-related activities

Facilities and Assets Management

• Coordinate with service providers/building management for all facility-related needs, including regular maintenance and repair works on infrastructure
• Manage office space planning, coordinate workspace setup, and make necessary adjustments to support operational efficiency
• Ensure all Singapore office related fixed assets are properly tracked, physically accounted for through leading fixed assets count exercise and properly recorded in accounting ledger.
• Oversee security access to the office premises, including managing access card inventory and system, ensuring security protocols are followed, addressing breaches promptly, and coordinating with security service provider to maintain a secure work environment
• Supervise and coordinate fire drill procedures, ensure staff are familiar with evacuation routes, and address any issues identified during drills

Manage Outsourced On-Site Staff

• Supervise and coordinate with the outsourced receptionist and cleaners to ensure customer fronting activities are well managed and optimal condition and ongoing maintenance of the office premises and facilities
• Facilitate clear communication and awareness to the outsourced on-site staff of any special requirements or in-house events
• Monitor and manage the replenishment of grocery supplies to ensure their continuous availability

Vendor Management

• Oversee Singapore office facilities related procurement activities which includes sourcing, evaluation of vendors and ensure competitive pricing and favourable service terms are being negotiated.
• Maintain cost efficiency while ensuring timely delivery and quality standard of requested good and services, maintain strong vendor relationships to support consistent service levels and resolve any supply-related issues
• Raise purchase order and contract request in SAP. Perform SAP goods receipts and advise Finance to ensure proper accrual of expenses are recorded in the accounting ledger.

Forecast and Budget Monitoring

• Support the Assistant Manager with administration-related expenditure forecasting and budgeting
• Provide tracked reports on administrative expenses and purchases related to facilities and office supplies, ensuring they are within budgetary constraints

Team Coordination

• Foster a collaborative and efficient work environment by developing and implementing administrative procedures and systems
• Identify opportunities to improve operational efficiency
• Perform any other assigned ad-hoc tasks by management

Industry events and IATA Training Centre Support

• Work closely with the Event Organizer to guide pre- and post-event logistics preparation, including testing of the audio-visual system together with the Information & Data department
• In the absence of the IATA Training Coordinator on an ad-hoc manner – To provide support by addressing queries from instructors and students, facilitating reported repair works, and handling any other requests

We would love to hear from you if

• You have a Minimum A-level or Polytechnic equivalent
• Minimum 1-2 years of experience with administration support and facility management
• Familiar with SAP procurement module, proficiency with Microsoft Office, and possess basic knowledge of automation
• Highly organised, ability to prioritize tasks and manage time effectively
• Attention to detail and possesses strong interpersonal skills
• Excellent written and verbal communication skills

Travel Required: N

Learn more about IATA’s role in the industry, our benefits, and the team at iata/careers/. We are looking forward to hearing from you!