ASHLIN SHAYAL SINGH
Wainuiomata,WGN
Summary
Dynamic professional with a proven track record in administrative, finance, grants management, foreign affairs, policy analysis, and budgeting. With 9 years of experience, adept at navigating complex organizational landscapes and delivering results-driven solutions. Proficient in strategic planning, financial management, and grant compliance, with a keen understanding of policy implications on operational effectiveness. Excel in stakeholder engagement, fostering productive relationships across diverse teams and external partners. Seeking opportunities to leverage expertise in driving operational excellence and contributing to organizational success.
Overview
10
10
years of professional experience
Work History
Administrative Assistant
Tubby's Tyres & Mechanical Services
1 Jupiter Grover, Upper Hutt
04.2024 - Current
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
- While on international driving licence, manage to do company runs.
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
- Scheduled office meetings and client appointments for staff teams.
- Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
- Enhanced office efficiency by streamlining administrative processes and implementing organizational systems.
- Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
- Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
- Processed customer orders accurately and within agreed timeframes to meet service standards.
- Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
- Managed filing system, entered data and completed other clerical tasks.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping, and data entry for increased efficiency.
Grant & Finance Coordinator
Plan International
Fiji
06.2023 - 05.2024
- Budget Management and Consolidation
- Preparation and review of financial reports (monthly, quarterly, annually)
- Managed accounts payable and receivable activities, ensuring prompt payments while maintaining strong vendor relationships.
- Prepare monthly financial analysis report to the Management of the organization for review and necessary actions.
- Ensuring smooth financial performance using SAP and SAP BI systems.
- Maintained compliance with regulatory requirements through diligent record-keeping and thorough documentation practices.
- Prepare and review bank reconciliations and clearing long outstanding items on time
- Review payroll for staff
- Facilitate month-end and year-end process in system
- Facilitate statutory and Global Audit
- Streamlined month-end closing procedures, reducing time spent on manual tasks while increasing accuracy levels in financial statements.
- Payment Management
- Intercompany payment management within organization
- Grants Management – grant setup in system, prepare donor financial reports
- Partnership Management – effective partnership assessment, review partner financial proposal, partners payment management
- Support and guidance to Finance Officers on daily basis.
Principal Foreign Service Officer
Ministry of Foreign Affairs
Fiji
08.2022 - 05.2023
- Prepare analysis and policy briefs on issues that the bilateral and multilateral missions are involved in.
- Deliver efficient coordination between internal and external stakeholders
- Developed comprehensive country analyses to better understand regional dynamics and guide foreign policy decision-making processes.
- Provide high level technical advice to Government agencies and participate in meetings in an advisory role relating to Memorandum of Understanding, Memorandum of Agreement, treaties and other documented agreements.
- Coordinate the preparation of ministerial statements, briefs and other high level communications concerning Fiji's foreign policy.
- Develop and implement Division work plan and coordinate within various agencies the progress and accomplishment of Fiji’s Foreign Policy mandate.
- Participate in Local, Regional and International meets and lobby/advise on Fiji’s national position in various contexts.
Budget analyst
Ministry of Economy
Fiji
08.2018 - 07.2022
- Support the policy planning, preparation, implementation and monitoring of the General Administration Sector budget.
- Assist in the formulation and development of policy papers related to the General Administration sector.
- Represent the Ministry at various meetings and where necessary, support policy planning and monitoring in the economic, social or general administration sectors of the budget.
- Assist in the coordination of the evaluation of new capital expenditure proposals and policies.
- Prepare and provide monthly or quarterly reports and briefs on General Administration sector projects and initiatives to the Manager General Administration (Budget and Planning).
- Prepare recommendations for approval and assist in the evaluation of sectorial programme.
- Evaluate new expenditure proposals and policies as well as assessment and analysis of funding requests to assigned ministries/departments under the General Administration sector to ensure consistency with the overall sectorial objectives.
- Participate in pre-Budget and post-Budget consultations and other Forums as and when required
- Collect data and analyse for effective decision making
- Assess relevant Ministries Budget needs and assist in developing national Budget. Experience in developing 6 annual budgets for Fiji.
Operations Administrator
British American Tobacco
Fiji
06.2015 - 08.2018
- Assist procurement team with tender process and management of vendors.
- Raising Purchase Orders in system (SAP) and ensuring no long standing open orders.
- Organize corporate events as and when required
- Served as a liaison between employees and upper management, addressing concerns promptly to maintain a positive work environment.
- Analyze and ensure that events and activities are within the stipulated budget
- Evaluated current operational practices and suggested improvement strategies.
- Check and generate purchases orders and prepare submission for approval
- Enhanced communication between departments through regular meetings, reports, and updates.
- Prepare monthly reports to Management through proper management of records
- Coordinate and execute travel, accommodations and visa for international and local travels of expatriate.
- Manage appointments of management.
- Ensure Motor vehicle fleet maintenance in timely and efficient manner.
- Any other work including secretarial and administration assistance assigned by the management on daily basis
- Records management.
Accounts Officer
Tappoo Limited
11.2014 - 02.2015
- Activation of purchase order in the system
- Arrangement of payable entry, petty cash payment and supplier payment
- Payment of allocations in the system and filing of payment vouchers
- Banking which includes receipt activation in the system, cashier reconciliation and preparation of banking for daily collections.
Education
Fiji Seventh Form Examination Fiji School leaving Certificate Examination Fiji Junior Examination -
Labasa Sangam (SKM) College
Fiji Eight Year Examination -
Nagigi Primary School
Bachelors in Commerce- Major in Accounting and Economics -
University of South Pacific
01.2013
Skills
- Microsoft Office -Microsoft Words, Microsoft Excel, PowerPoint
- Internet
- Finanacial systems eg JIWA, Link reporter, SAP & FMIS
- Excellent communication skills both verbal and written
- Ability to perform multi-task
- Ability to analyze complex data and information to resolve complex problem with limited resources
- Customer Service
- Ability to work in stressful situation and meet deadlines
- Office Administration
- Ability to maintain confidentiality and neutrality
- Customer and client relations
- Ability to emphasize fairness, equity and accountability
- Friendly
- Dedicated Team Player
- Recordkeeping
- Professional and mature
- Relationship Building
Personal Information
- Date of Birth: 04/23/94
- Gender: Female
- Marital Status: Married
Timeline
Administrative Assistant
Tubby's Tyres & Mechanical Services
04.2024 - Current
Grant & Finance Coordinator
Plan International
06.2023 - 05.2024
Principal Foreign Service Officer
Ministry of Foreign Affairs
08.2022 - 05.2023
Budget analyst
Ministry of Economy
08.2018 - 07.2022
Operations Administrator
British American Tobacco
06.2015 - 08.2018
Accounts Officer
Tappoo Limited
11.2014 - 02.2015
Fiji Seventh Form Examination Fiji School leaving Certificate Examination Fiji Junior Examination -
Labasa Sangam (SKM) College
Fiji Eight Year Examination -
Nagigi Primary School
Bachelors in Commerce- Major in Accounting and Economics -
University of South Pacific