ADMIN & ACCOUNTS EXECUTIVE

Passionately curious is how we define ourselves at Ipsos. Using market research, we gain an accurate and deep understanding of a person, brand or market to help our clients make smart, strategic business decisions. With the potential to change the world in small or big ways, we strongly believe in what we do, while making sure we have fun while doing it.

DATA PROTECTION OFFICER (DPO) RESPONSIBILITIES:

• Serve as the DPO and stay updated with relevant Data Protection Policies.
• Ensuring compliance with the PDPA when developing and implementing policies and processes for handling personal data;
• Fostering a data protection culture among employees and communicating personal data protection policies to stakeholders;
• Managing personal data protection related queries and complaints;
• Alerting management to any risks that might arise with regard to personal data;
• Liaising with the PDPC on data protection matters, if necessary;
• Performing Data Protection Impact Assessments to identify, assess and address business risks, based on the organisation’s functions, needs and processes;
• Developing staff training programs on PDPA;
• Overseeing activities to foster data protection awareness within the organization.

Office Administration and Management: Manage various office requests, including but not limited to the followings.

• Office Procedures & Systems : Develop, review, and enhance office procedures and administration systems to ensure compliance and implement improvements as necessary.
• Policy Development and Compliance : Create, update, and maintain policies and procedures in a manual format, ensuring regular updates on our local intranet to meet ISO standards and Group guidelines. This includes, but is not limited to, Business Travel & Expenses, Office Insurance, Workplace Safety & Housekeeping, and Privacy & Data Protection.
• Documentation Control and Communication : Maintain control over administrative documentation, including contracts, agreements, circulars, broadcasts, and correspondences, ensuring they are systematically organized and easily accessible. Ensure that broadcasts related to office matters and updates are clearly communicated to all employees, fostering collaboration and keeping everyone informed.
• Office Facilities and Equipment Management : Perform regular inspections of office facilities and equipment, ensuring timely maintenance or replacements as necessary to uphold a safe, efficient and pleasant workplace environment (e.g., coffee machine, water dispenser, air conditioners, copiers, lightings, furniture, office plants). Coordinate with the landlord’s office to arrange for air-conditioning extensions as needed.
• Insurance Management : Ensure timely renewal of office-related insurances, and review terms and policies to guarantee adequate coverage.
• Hotel Corporate Rates : Review, negotiate and maintain an up-to-date corporate rates with hotels.
• Travels & Expenses : Ensure travel bookings and expenses claims adhere to company policies and provide support for travel and accommodation bookings as required.
• Problem-solving : Offer solutions for travel management and office administration challenges as they arise.
• Reception cover and other ad-hoc duties : Provide cover for receptionist duties, managing phone calls politely and ensuring callers are directed appropriately. Oversee pantry supplies, stock control, and supervise the office cleaner.