Job ref no.: C/VOU/EA1(Sup)/7/18-AP2
VOCATIONAL TRAINING COUNCIL

Executive Assistant I (Supplies)

VOCATIONAL TRAINING COUNCIL

Major Duties:
(a) To handle and supervise procurement and store related activities including:
  (i) to draft and vet tender specifications, recommendations and relevant documents;
  (ii) to select / explore sources of supplies;
  (iii) to prepare letters of acceptance, purchase orders, contract documents and other related documents;
  (iv) to conduct procurement of goods and services;
  (v) to monitor order processing, delivery of goods and services as well as contractors’ performance;
  (vi) to verify inventory record in the Inventory Management System (IMS);
 (vii) to conduct annual stocktaking and arrange disposal of unused items by means of circulation or condemnation;
  (viii) to maintain and analyze purchase and supplies related statistics;
  (ix) to arrange contract variations / extensions; and
  (x) to maintain and update lists of registered suppliers / contractors;
(b) To ensure the procurement and supplies operations are in full compliance with the laid down policies, rules and procedures;
(c) To assist in supervising the daily administration and operations of the supplies unit; and
(d) To supervise the work of executive assistants (or equivalent) and to monitor their performance.

Requirements:
(a) (i) 5 subjects in the Hong Kong Certificate of Education Examination (HKCEE) at Grade E / Level 2 or above including English Language (Syllabus B)*, Chinese Language and Mathematics, or equivalent; OR
  (ii) A combination of results in 5 subjects in the Hong Kong Diploma of Secondary Education (HKDSE) Examination at Level 2 or above in New Senior Secondary subjects / “Attained" or above in Applied Learning subjects / Grade E or above in Other Language subjects; and the 5 subjects should include English Language*, Chinese Language and Mathematics; OR
 (iii) A recognized Certificate / Diploma / Foundation Diploma / Foundation Certificate, or Project Yi Jin;
 *Completion of Hong Kong Vocational English Programme (HKVEP) at Level 2 / Passing 5 specific VTC's Vocational English Module Certificates is considered an alternative qualification.
(b) At least 6 years of relevant work experience in the capacity of Executive Assistant (or equivalent) rank;
(c) Preferably with a recognized Certificate / Diploma in purchasing and supply management or store supervision, or equivalent;
(d) Good administrative, interpersonal and communication skills;
(e) Ability to work independently and well-organized;
(f) Good language proficiency in English and Chinese, knowledge of Putonghua will be an advantage; and
(g) Proficiency in common office application software.

Notes:
(1) Shortlisted applicants will be required to attend a Computer Skills Test (CST) including MS Word, Chinese word processing [Cangjie (倉頡) or Quick (速成)] and MS Excel.
(2) The appointees may be required to work irregular hours or outside normal office hours.
(3) Appointee(s) may be posted to any operational units in the Council at different locations in order to meet operational needs.
(4) In support of the Sexual Conviction Record Check (SCRC) Scheme launched by the Hong Kong Police Force, all prospective appointees who will be posted to Shine Skills Centres will be requested to undergo the SCRC at the advanced stage of the employment process.

Application Procedures:
A completed application form [VTC-1 (Rev. 1/2018)], together with a full curriculum vitae, should be sent to the Human Resources Division, 18/F, VTC Tower, 27 Wood Road, Wanchai, Hong Kong. Please specify on the envelope the reference of the post being applied for.

Closing date for application: 21 July 2018

Applicants not invited for interview within 10 weeks from the closing date may consider their applications unsuccessful.

The Council reserves the right not to fill the post(s).

Personal data collected will be used for recruitment purposes only and will be destroyed 12 months after the completion of the recruitment exercise.

More job information
Job ref no. C/VOU/EA1(Sup)/7/18-AP2 (CT3116139-01#0069)
Salary
  • N/A
Job Function
Industry
Employment Term
  • Full-time
Experience
  • 6 years - 11 years
Career Level
  • Non-management level
Education
  • F.5- F.7 or DSE
  • Diploma or equivalent
  • Asso. Deg or High Dip
  • Degree