Officer (Administration & Office Support) (Temporary Appointment) (Ref. 260708006)

COMMUNICATIONS AND PUBLIC AFFAIRS OFFICE
 
Officer (Administration & Office Support) (Temporary Appointment) (Ref. 260708006)
[Appointment period: twelve months]
 
Duties
 
The appointee will be required to:
 
(a) serve as the University’s central souvenir coordinator and CPA Office administrator, taking the lead in souvenir sourcing, supplier liaison and overall souvenir operations;
 
(b) handle departmental souvenir orders and inquiries via a functional email account, including clarifying requirements, coordinating responses and following through to delivery and billing;
 
(c) manage full-cycle souvenir sourcing and inventory operation, including the processes of scouting and evaluating suppliers and products, obtaining quotations and samples, coordinating with designers on artwork and specifications, monitoring stock and warehouse levels, preparing procurement documents, coordinating deliveries, liaising with the Finance Office, and preparing sales/inventory as well as supplier performance reports;
 
(d) coordinate souvenir samples, including requesting and tracking samples from suppliers, arranging internal review and approval, maintaining a sample library, and consolidating feedback to support product and vendor selection;
 
(e) liaise with the campus bookstore and other sales channels (e.g. vending machine and souvenir e-shop) on restocking, pricing, sales reports, product display/merchandising, and routine updates;
 
(f) support souvenir-related promotional activities (e.g. display spots, pop-up stores and sales events) and coordinate with internal and external parties to meet souvenir needs for events, visits and University campaigns;
 
(g) perform general office administration and front-desk duties, including reception, office procurement support, student helper recruitment and payroll, office supplies monitoring, data entry, filing and petty cash management; and
 
(h) perform any other duties as assigned by the Director of Office or her delegates.
 
Qualifications
 
Applicants should:
 
(a) have a recognised degree with at least three years of solid administrative experience, preferably gained in sizable organizations, tertiary institutions or similar settings;
 
(b) have strong interpersonal and organisational skills, and be self-motivated, attentive to details as well as a good team player;
 
(c) be proactive and able to work under pressure and to meet tight schedules; and
 
(d) have good computer literacy with proficiency in MS Office.
 
Preference will be given to those with experience in managing gift shops and procurement.
 
Shortlisted candidates may be invited to sit for a written test.
 
Conditions of Service
 
A highly competitive remuneration package will be offered.  
 
Application
 
Please submit an application through PolyU’s career website (https://jobs.polyu.edu.hk/general). Consideration of applications will commence on 22 July 2026 until the position is filled. The University’s Personal Information Collection Statement for recruitment can be found at https://www.polyu.edu.hk/hro/careers/pics_for_recruitment/. 

PolyU is an equal opportunity employer, dedicated to fostering an environment that embraces diversity and demonstrates inclusion of people from all backgrounds, cultures, identities and experiences where all members of the University are treated with fairness, dignity and respect.  To learn more about the University’s “Statement on Equal Opportunities, Diversity, and Inclusion”, please visit our website at https://www.polyu.edu.hk/hro/equal_opportunities_diversity_and_inclusion/.