Assistant Project Officer - Division of Public Policy

Job description

Department: Division of Public Policy Job Posting Details The Division of Public Policy at the HKUST is seeking an Assistant Project Officer to provide administrative, financial and logistical support for the Jockey Club Shining Together with Cross-Cultural Youth Project. The appointee will work in a fast-paced and deadline-driven project environment, where priorities are closely tied to activity cycles, implementation timelines, project deliverables and performance targets. Major Duties Handle expense-related administration through relevant internal systems, including obtaining quotations, processing procurement requests and purchase orders, administering purchasing-card expenses, following up on invoices and post-procurement documentation, and arranging payments for individual service providers and student helpers. Maintain complete and accurate procurement and expenditure records and perform regular and monthly, follow-up and reconciliation of purchasing-card transactions, purchase orders, service-provider and student-helper payments, invoices, payment documents, supporting evidence, and expense-tracking and budget-monitoring spreadsheets. Support coordination of project logistics and operational arrangements, including venues, catering, transportation, materials, technical setup, and on-site administrative support. Liaise with internal departments and external stakeholders, including vendors, service providers, helpers, community partners and publicity contacts, and support newsletters, social media content and other project communications. Provide administrative support, including correspondence, scheduling, preparation of meeting minutes, document preparation and data entry. Undertake other duties as assigned by management. Requirements Applicants should possess a recognized Bachelor’s degree and a good command of written and spoken English and Cantonese. Candidates should be detail-oriented, organised and proactive, with strong communication, time-management and multitasking skills. Candidates should be able to work effectively with internal departments and external stakeholders including vendors, service providers and other project partners. Proficiency in Microsoft Office applications, particularly Word, Excel and PowerPoint, is essential. Relevant experience in administration, procurement, quotation exercises, payment processing, financial record-keeping, budget tracking, project logistics or publicity support will be highly preferred. (This is a project-based temporary appointment until 28 February 2027 and is non-renewable beyond the project period .) Starting salary will be commensurate with qualifications and experience. Fringe benefits including annual leave and medical benefits will be provided where applicable. Review of applications will continue until the position is filled. (Information provided by applicants will be used for recruitment and other employment-related purposes. Applicants should read th e Personal Information Collection Statement b efore submission of application.) HKUST is an equal opportunities employer and is committed to our core values of inclusiveness, diversity, and respect.