Assistant Manager

3 months ago

London, United Kingdom Singapore Tourism Board Full time

[What the role is] We are looking for a Finance & Admin manager who would support financial and administrative operations across all 3 European Regional Offices, working closely with the Regional and Area Directors to manage STB's pan-Europe budgets, finances and operations.

[What you will be working on]
This role would encompass having financial and administrative responsibility cover STB Europe's operations. This includes managing the following areas of responsibility:
Managing finance, accounting and budgeting for STB's London, Frankfurt and Brussels offices
Managing administration and office operations of STB London and Brussels offices
Undertaking the role as overall coordinator for STB Europe's knowledge management and training programs

The role would involve working closely with the Regional Director of Europe, as well as the Area Directors of each individual offices.

Details of scope of work:
Finance operations (for all 3 offices - London, Frankfurt and Brussels)
Oversee all financial operations of STB Europe which includes:
Processing of invoices and payments
Performing financial functions and reporting such as budget monitoring and month-end closing processes
Verify invoices and deliver timely payments to vendors and staff expense claims using Singapore government's finance system (Workday) and financial processes
Reconcile monthly bank register reports, income and expenditure statements
Track team budget utilization, perform quarterly budget stock-takes, and work with the team on forward budget planning for next fiscal year.
Conduct fiscal year-end closing reports and accruals (end March annually)
Work closely with STB headquarters Finance desk officer on the above matters when necessary

Office and Administrative operations (for STB London and Brussels office)
Overseeing office leasing, cleaning and other administrative contracts (such as travel agency contract, staff travel insurances etc) which are renewed annually
Assisting the offices with financial procedures and tender processes and ensuring proper documentation and audit trail for transactions and procurements
Liaise with STB headquarters for all IT related work in the office
Procure and maintain office and pantry supplies (where necessary)
Oversee the service delivery of vendors to ensure smooth office operations
Point of contact to visitors who visit the Singapore Centre and for STB London general email and telephone line (only for STB London)
Maintaining marketing collateral inventory (e.g. souvenirs) (only for STB London)
Perform administrative duties as Executive Assistant to the Regional Director Europe (e.g. manage and submit claims, make official travel arrangements)

Training coordinator and knowledge management for STB Europe
To manage overall staff training programs in coordination with STB Human Resources department and other relevant internal teams
To manage information and knowledge retention using available digital tools (e.g. intranet, repositories)
To manage any internal and/or external audits
Manage staff welfare activities (such as team retreats) 1-2x a year
The role would be based out of STB's London office but would cover scope for both STB Frankfurt and STB Brussel's operations.


[What we are looking for]
At least 5 years of experience in Finance and Administration
Good verbal and written communication skills
Familiarity with accounting, bookkeeping and office management
Experience in contract management
Organized, conscientious and independent worker who can be flexible and adaptable to changes in environment
Able to follow-up on tasks in a timely manner
A strong team player who is collaborative in nature
Enjoy building relationships with stakeholders (both internal and external)
Given the pan-European nature of the role, the ability and willingness to travel to other European offices where necessary
This role is based in the United Kingdom and would require some travelling from time to time.
All applicants must have the necessary authorisation to work in the United Kingdom.

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