Corps Coordinator

The Salvation Army Singapore; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A local charitable organization is seeking a Corps Coordinator to assist with the management of its operations in Singapore. The role involves administrative coordination, financial management, volunteer organization, and support for human resources processes. Candidates should possess at least a GCE 'O' level qualification and demonstrate strong administrative skills.

Qualifications

• Minimum GCE 'O' level, or equivalent qualifications accepted.
• Experience in administration and coordination preferred.
• Ability to manage financial transactions accurately.

Responsibilities

• Manage the day-to-day operations of the Chinese Corps.
• Organize and coordinate volunteers for fundraising events.
• Handle all financial transactions related to the Corps.
• Support HR processes for recruitment and employee management.
• Oversee all facilities bookings and maintenance.

Skills

Administration

Coordination

Financial management

Human resource management

Facility management

Education

Minimum GCE 'O' level or equivalent

Job description

COMPANY DESCRIPTION

The Salvation Army has been touching lives in Singapore since 1935 and we remain committed in serving the underprivileged in the community without discrimination. To us, every life is precious and we actively help those in need regardless of age, race or religion.

Throughout the years, we have established a comprehensive network of social services to meet a wide range of needs in our community. Our diverse programmes reach out to children who need care and protection, families in material need, ailing aged requiring quality nursing care and other needy segments in our society.

Our spiritual ministry also reaches out to the people in the community to provide counsel to those in need. We are there to help guide those in need towards finding their identity and purpose in life.

DESIGNATION : Corps Coordinator (Full Time, 5.5-day Workweek, 2-yr Contract)

RESPONSIBILITIES

To assist the Corps Officer with the day-to-day management of the Chinese Corps (church) according to assigned duties as follows:

1. Corps Administration & Coordination

• Accountable for the running of the corps office including coordination between the Corps Officers and key appointment holders for their monthly reports and ensuring that all requirements are met prior submission to the Programme department.
• Prepare the weekly order of service and corps bulletin. Check on the various weekly roster duties and remind leaders of coming responsibilities.
• Make phone calls/send out Greeting cards/War Cry/Corps Bulletin to Corps members.
• Upkeep and maintain excellent record keeping of the database of corps community programme & Corps Membership.
• Plan, assist and coordinate in the running of Bishan Chinese Corps weekly activities (Le Ling Fellowship) & programs (Sunday School Program; outreaches; community programme). Involvement in visitation of clients when needed.
• Organize and coordinate volunteers for fund raising events (eg Christmas Kettling)

2. Procurement

• Responsible for checking of requisitions, compare prices, specifications, and delivery dates to determine the best deals among potential suppliers, selection and coordination with suppliers, preparing purchase orders and ensuring that the orders are according to the specification and quantity requested.
• Observe all organizational and governmental rules affecting purchases and provide information about these rules to the department/centre heads and to vendors.

3. Finance

• Handle all financial transactions related to the running of the Corps according to The Salvation Army principles and procedures and ensure that all financial transactions are recorded on time, accurately, and with proper documentation (along with support documents) and follow up with required authorization.
• Accounts Receivables - provides accounting and administrative support to ensure efficient, timely and accurate receipt of payments which includes: generating and tracking invoices and credit memos, follow established procedures for processing receipts for cash and/or gift in kind including banking services, follow up, collect and allocate payments, maintain and update billing system, monitor and highlight non-payments, delayed payments and other irregularities, assist with month-end closing and collect data and prepare monthly reports
• Accounts Payables - Perform accounting and administrative tasks related to the efficient maintenance and processing of accounts payable transactions which includes: review and verify invoices and check requests, sort and match invoices and purchase orders, enter and upload invoices into system, track expenses and process expense reports, research and resolve discrepancies and issues, correspond with vendors and respond to inquiries, produce monthly reports, assist with month end closing and provide supporting documentation for audits
• Expenses & Claim Administration - Manages petty cash transactions and other claims e.g. transport, uniform, grocery items, clearing of cash advance and etc.

4. Human Resource Management

• Support and assist centre/department heads in human resources processes and update through the applications of the Enterprise Resources Planning system. Duties include and not limited to benefit administration, incident reporting, onboarding and offboarding of employees etc.

5. Facilities Management

• Responsible for all corps facilities rentals including regular checks on the central booking system to receive completed booking forms. Establish and maintain direct contact with the person renting. Schedule, source and assign facilities and resources in accordance with the availability and requirements of the booking.
• Account and monitor movement of all corps equipment according to the inventory. This includes maintenance contracts, general maintenance and repair of all equipment. Maintain a signing in/out system for all corps equipment borrowed internally and externally.
• Liaise with cleaning company to clean all corps facilities and according to NEA and TSA requirement. Check and ensure that all work required are completed within stipulated timeline.

In addition, be available to attend to any other reasonable requests made by the Corps Officer.

QUALIFICATIONS

Minimum GCE ‘O' level, or equivalent e.g.

• Sijil Pelajaran Malaysia (SPM), or
• Hanyu Shuiping Kaoshi (HSK) Level 6, or
• IGCSE (International General Certificate of Secondary Education).

Equivalent qualifications may also be accepted, such as Chinese read at Unified Examination Certificate (UEC) and Sijil Tinggi Persekolahan Malaysia (STPM), PRC National College Entrance Examination (gao kao), etc.

OTHER INFORMATION

Working Hours:

44 hours per week (5.5 days workweek)

Under normal circumstances the hours of duty will be as follows:

• 8:30 am to 5:00 pm (Tuesday Friday with 1-hour lunch break)
• 8.30 am to 12:30 pm (Saturday)
• 7:30 am to 4:00 pm (Sunday with 1-hour lunch break)

Employee will be entitled to one (1) REST day per week on every Monday, and work schedule is subject to flexi-time arrangement.

Data Protection Policy:

By submitting this job application, I affirm that I have given to The Salvation Army true and complete information on this application. No requested information has been concealed.

I agree that The Salvation Army (TSA) may collect, use and disclose your personal data, as provided in this application form, or (if applicable) obtained by TSA as a result of your employment, for the following purposes in accordance with the Personal Data Protection Act 2012 and our data protection policy (available at our website at https://www.salvationarmy.org.sg/data-protection-policy/ ):

• the processing of this employment application;

• the administration of the employment with TSA; and

• sharing of personal information to third party, including but not limited to government agencies, hospitals, vendor(s)/supplier (s), working in collaboration with TSA to support the employment.

If you are providing third party's personal data, you hereby declare that you have obtained consent from the named individual(s), for the collection, use and disclosure of his/her personal data by you to TSA, TSA business partners and other third-party service providers.

I authorised the organisation to contact references provided for employment reference checks.

Please visit our website at https://www.salvationarmy.org.sg/data-protection-policy/ for further details on our data protection policy, including how you may access and correct your personal data or withdraw consent to the collection, use or disclosure of your personal data.

If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for denial of employment or immediate dismissal.