Deputy Director

Job description

Ministry of Trade and Industry

Permanent/Contract

Closing in 6 day(s)

What the role is

Singapore will take over as ASEAN Chair in 2027.

In addition to the ASEAN Summit meetings, there will also be a series of meetings which will be held in Singapore throughout the chairmanship year.
The ASEAN Organising Secretariat (OS) oversees the planning, logistics, administrative aspects of the meetings to be held in Singapore.

The OS comprises of functionally oriented sub-committees that includes: (i) Programme, Social Events, Logistics & Operations, (ii) VIP Management and (iii) Administration & Budget.
We are seeking a skilled and motivated individual to oversee and provide leadership guidance to the sub-committees.

In this role, you will work closely with both internal and external stakeholders and play a pivotal role in ensuring that the key objectives for Singapore's 2027 Chairmanship are met.
You will oversee and manage the sub-committees listed below, lead in the development of plans for the teams, manage requirements, processes and timelines, and present plans for management's approval.

The sub-committees cover the following areas of work:

What you will be working on

(a) Programme, Social Events, Logistics & Operations
Ensure seamless coordination between ASEAN Secretariat, MTI-divisions, event venues, and appointed Event Management Company (EMC) so that delegates enjoy an impeccable meeting experience in Singapore; and
Provide enriching experience to delegates by presenting Singapore's spirit of innovation and showcasing our cuisines, vibrant tourism landscape, and curate gifts/souvenirs designed by home grown brands/talents.

Some of the job functions include:
• Work with users' and external stakeholders on meetings/events requirements including accommodation.
• Liaise with EMC to ensure the provision of event services and support such as backdrop/stage, AV, passes/badges, banquet/meals, gifts/souvenirs are met.
• Work with relevant stakeholders/operators to propose suitable venues and programmes for social events.
• Oversee the set-up of all plenary/bilateral meeting venues, registration/information counters, car-parking and all other venues related infrastructure matters for the event.
(b) VIP Management
Provide VIPs with a positive experience of Singapore through working closely with appointed Liaison Officers (LOs), management of accommodation and transport requirements as well as other logistical needs for the foreign VIPs; and
Oversee safety, security, and medical needs of VIPs and accompanying delegations across all events.

Some of the job functions include:
• Develop operating guidelines and procedures including contingency plans for dealing with emergencies and other threats.
• Work with relevant authorities on VIPs management and the security requirements for key events.
• Ensure adequate medical services and facilities are provided at meeting venues.
• Close coordination with appointed LOs, Hotel & Airport Liaison Staff, Transport Vendor and relevant stakeholders for smooth operations of VIPs' movement.
(c) Administration & Budget
Ensure smooth running of daily administrative duties, including monitoring and tracking of budget and procurement, IT and documentation requirements of meetings, and to coordinate updates to all.

Some of the job functions include:
• Consolidate budget requirements, seek budget approval and ensure proper utilisation of approved budget.
• Obtain users' requirements, work on the required services through relevant procurement approaches and management of awarded contracts.
• Prepare Conference Kit/Information Notes for all delegates.
• Ensure provision of IT services and support for all meetings.
• Manage and oversee pre-event and onsite registration processes.

What we are looking for

• Preferably with at least 5 years of related working and management experience.
• Prior experience in organising or managing major events would be an advantage.
• Proven track record in leading and managing project teams to achieve set objectives and targets.
• Strong analytical, project management, communication and problem-solving skills.
• Excellent communication and influencing skills.

Able to interact and influence positively at all levels to deliver results.
• Committed, self-driven, a team player who works well with multiple stakeholders and the ability to thrive in a fast-paced and dynamic environment.

About Ministry of Trade and Industry

The Ministry of Trade and Industry (MTI) seeks to transform Singapore into a leading global city of talent, enterprise and innovation.

Our mission is to promote economic growth and create good jobs to enable Singaporeans to improve their lives.

In MTI, you can expect an exciting, challenging and rewarding career

About your application process

This job is closing in 6 day(s).

If you do not hear from us within 4 weeks of the job ad closing date, we seek your understanding that it is likely that we are not moving forward with your application for this role.

We thank you for your interest and would like to assure you that this does not affect your other job applications with the Public Service.

We encourage you to explore and for other roles within Ministry of Trade and Industry or the wider Public Service.

Required Skill Profession

Other General