English | 简体 | 繁體
Government Vacancies Enquiry System
Job Number: 42084
Department: University Grants Committee Secretariat 
Division/Section/Unit: Development Section 
Job Title: Executive Assistant 
Salary: HK$48,435 monthly 
Entry Requirements: (a) have a Hong Kong bachelor's degree, or equivalent;
(b) have a minimum of four years ' post-degree full-time working experience in conducting executive and /or administrative support positions;
(c) be proficient in common computer applications, such as word-processing, spreadsheet, presentation and database management;
(d) be proficient in written and spoken English and Chinese (meeting the language proficiency requirements of 'Level 2' results in the two language papers [Use of Chinese (UC) and Use of English (UE)] in the Common Recruitment Examination (CRE), or equivalent) [See Note];
(e) have good communication, interpersonal and presentation skills; and
(f) have experience in event or project management or working experience in higher education sector preferred. 
Note: Candidates' results of the Use of Chinese (UC) and Use of English (UE) papers in the Common Recruitment Examination (CRE) are classified as 'Level 2', 'Level 1' or 'Fail', with 'Level 2' being the highest. 'Level 5' or above in Chinese Language of the Hong Kong Diploma of Secondary Education Examination (HKDSEE); or Grade 'C' or above in Chinese Language and Culture or Chinese Language and Literature of the Hong Kong Advanced Level Examination (HKALE) are accepted as equivalent to 'Level 2' in the UC paper of the CRE. 'Level 5' or above in English Language of the HKDSEE; or Grade 'C' or above in Use of English of the HKALE; or Grade 'C' or above in English Language of the General Certificate of Education (Advanced Level), are accepted as equivalent to 'Level 2' in the UE paper of the CRE. Applicants with an overall band of 6.5 or above with no subtest score below band 6 obtained in the same sitting in the Academic Module of the International English Language Testing System (IELTS) within the two-year validity period of the test result is accepted as equivalent to 'Level 2' in the UE paper of the CRE. The IELTS test result must be valid on any date during the application period. 
Duties: (a) to provide executive support to the implementation of the UGC’s research and planning exercise related funding schemes and monitor the committee work of the relevant Working Group;
(b) to provide secretariat support to the Review of Research Portion, including conducting research analysis, arranging logistic support to meetings and ceremonies and following up the recommendations, etc.;
(c) to assist in consolidating and analyzing statistical data collected (e.g. student numbers, programmes, research projects and funding, etc.) via UGC’s centralised information system and internal records;
(d) to handle general administrative work of various academic programmes relating to the Development Section; and
(e) to perform other duties as assigned. 
Terms of Appointment: The successful candidate will be appointed on non-civil service contract terms for normally 12 months. Renewal of contract will be subject to service needs, and the candidate’s performance and conduct. 
Fringe Benefits (a) A contract-end gratuity may be granted if the contract is satisfactorily completed with consistently high standard of performance and conduct. Such gratuity, if granted, plus any contribution made by the Secretariat to a Mandatory Provident Fund (MPF) scheme in respect of the appointee as required by the MPF Schemes Ordinance, will equal to 15% of the total basic salary received during the contract period; and

(b) Annual leave is 12 days per annum plus rest days and statutory holidays (or substituted holidays). Maternity leave, paternity leave and sickness allowance, where appropriate, will be granted in accordance with the provisions of the Employment Ordinance. 
General Notes: (a) Non-civil service vacancies are not posts on the civil service establishment. Candidates appointed are not on civil service terms of appointment and conditions of service. Candidates appointed are not civil servants and will not be eligible for posting, promotion or transfer to any posts in the Civil Service.

(b) Candidates appointed must be permanent residents of the Hong Kong Special Administrative Region unless specified otherwise.

(c) As an Equal Opportunities Employer, the Government is committed to eliminating discrimination in employment. The vacancy advertised is open to all applicants meeting the basic entry requirement irrespective of their disability, sex, marital status, pregnancy, age, family status, sexual orientation & race.

(d) The entry pay, terms of appointment and conditions of service to be offered are subject to the provisions prevailing at the time the offer of appointment is made.

(e) Where a large number of candidates meet the specified entry requirements, the recruiting department may devise shortlisting criteria to select the better qualified candidates for further processing. In these circumstances, only shortlisted candidates will be invited to attend written test and/or interview.

(f) It is Government policy to place people with a disability in appropriate jobs wherever possible. If a disabled candidate meets the entry requirements, he/she will be invited to attend the selection interview/written examination without being subject to further shortlisting. Applicants who have declared abilities found suitable for appointment may be given an appropriate degree of preference over other applicants whose suitability for appointment is considered comparable to that of the former. The Government policy and other related measures on employment of persons with disabilities are set out in the booklet “Employ People Based on Their Abilities – Application for Government Jobs by Persons with Disabilities” which is available for reference on the Civil Service Bureau's website at http://www.csb.gov.hk under “Administration of the Civil Service – Appointments”.

(g) Holders of academic qualifications other than those obtained from Hong Kong institutions/Hong Kong Examinations and Assessment Authority may also apply but their qualifications will be subject to assessments on equivalence with the required entry qualifications. They should submit copies of their official transcripts and certificates by mail to the enquiry address indicated.

(h) For general awareness, the HKCEE is comparable to the standard attainable under Level 2 of the Hong Kong Qualifications Framework (HKQF), whereas HKDSEE is comparable to the standard attainable under Level 3 of the HKQF. While there are other qualifications under HKQF Level 2 and Level 3 respectively, for the purpose of this recruitment exercise, only attaining the specified level / grade or above at five subjects in the HKCEE / HKDSEE or correspondingly equivalent qualifications is acceptable. Further information on HKQF may be accessed on HKQF’s website (www.hkqf.gov.hk) or by phone (3793 3955). 
How to apply: Application Forms (G.F. 340 [(Rev. 3/2013)]) are obtainable from any Home Affairs Enquiry Centres of District Offices, Home Affairs Department or any Job Centres of the Employment Services Division, Labour Department. The said form can also be downloaded from the Civil Service Bureau's website (http://www.csb.gov.hk). Completed form should be accompanied by a cover letter of around 300 words in English on the reason(s) for application for the post, and with a full curriculum vitae specifying the relevant academic qualification(s) attained, the job title(s) held in the respective organisation(s), as well as detailed job descriptions of all current and previous employment (if applicable). Application should be sent by mail to Administration Section, UGC Secretariat, 7/F, Shui On Centre, 6-8 Harbour Road, Wan Chai, Hong Kong, on or before the closing date of application. Please state clearly “Application for the post of Executive Assistant” on the envelope and G.F. 340 form. Those applications which are incomplete or without the cover letter and/or curriculum vitae will not be considered. Applicants may be invited to attend written test and/or interview. Applicants who are not invited for interview within six weeks from the closing date may assume their applications unsuccessful. Personal data provided will be used strictly in accordance with the UGC Secretariat’s personal data policy, a copy of which will be provided upon request. 
Enquiry Address: Administration Section, UGC Secretariat, 7/F, Shui On Center, 6-8 Harbour Road, Wanchai, Hong Kong 
Enquiry Telephone: 2844 9926 
Closing Date(dd/mm/yyyy): 30/08/2019 23:59:00 
Newspaper(s) Advertised and Date(s): Ming Pao Daily News (23/8/2019) and South China Morning Post(23/8/2019) 
Web Site of Department: https://www.ugc.edu.hk/
Application via Internet: Not Applicable 
Advertising Date 23/08/2019