Executive Officer, Community Legal Services (Contract)

PRO BONO SG; Singapore; On-site; SGD 30,000 - 48,000; Full time

Job summary

A non-profit organization committed to promoting access to justice is seeking an Executive Officer for Community Legal Services. The role entails managing legal service applications, engaging with clients and stakeholders, and providing administrative support to enhance service delivery. Ideal candidates will possess strong communication skills and a Bachelor's degree, demonstrating a commitment to service excellence.

Qualifications

• Strong communication and interpersonal skills required.
• Excellent organizational and problem-solving abilities.
• Prior experience in customer service or administrative roles is an advantage.

Responsibilities

• Manage and coordinate legal clinics and applicants' casework.
• Handle inquiries and provide assistance to individuals seeking legal aid.
• Maintain accurate records and prepare reports for stakeholders.

Skills

Communication

Interpersonal skills

Organizational skills

Problem-solving

Multitasking

Education

Bachelor's degree

Tools

Microsoft Office Suite

Productivity tools

Job description

Job Summary:

The Executive Officer, Community Legal Services, is responsible for handling enquiries and requests from applicants, directing them to the appropriate resources, and supporting the day-to-day administrative operations. This role is within a non-profit organization dedicated to promoting access to justice. It involves customer service, data management, and coordination with various stakeholders to ensure efficient service delivery in line with the organization’s mission.

Key Responsibilities:

The duties shall include but not be limited to the following:

1. Casework and Program Management

• Triage, review and process the various schemes of legal service applications, ensuring accuracy and completeness.
• Schedule, coordinate and manage legal clinics and interviews for applicants, by liaising with all relevant parties involved e.g. applicants, volunteer lawyers, and interpreters.
• Manage and follow through with all finance-related aspects of legal service applications.
• To follow through with applicants after legal clinics and case assignments, to ensure proper closure of legal services with complete documentation.
• Prepare, consolidate and analyse data to support case tracking and decision-making.
• Responsible in overseeing the closure of legal aid cases sent to assigned lawyers; reviewing cases that have been submitted for closure and ensuring all supporting documents (both legal and financial documents) are in order.
• Interacting with assigned lawyers, legal firms, legal officers and other partners (e.g., MinLaw, PDO), as required to address any issues pertaining to closure of legal aid cases or processes within CLAS.
• Oversee finance-related matters concerning the assigned legal applications, in particular the processing bills for payment.
• Preparing quarterly reports for grants disbursed by MinLaw.

2. Client and Stakeholder Engagement

• Handle inquiries from applicants through various communication channels (e.g. phone, email, front-desk and walk-ins).
• Provide first-line assistance to individuals seeking legal aid and direct them to appropriate resources.
• Replying to correspondence and general enquiries pertaining to file closure and/or CLAS matters (e.g., enquiries from counsels on status of payment or on case matters, enquiries from MPs to assist with applications, enquiries from Courts on status of applications and such)
• Liaise with external agencies, legal professionals, and government bodies to coordinate casework and service delivery.
• Assist in managing legal clinics and other programs, working on a rostered basis when necessary and at times in the evenings as well

3. Administrative and Operational Support

• Maintain accurate and up-to-date records in case management systems.
• Prepare reports and statistical reports (daily or weekly) for internal and external stakeholders, including grant-related reporting.
• Provide secretariat support for committees, including meeting coordination, note-taking, and action tracking.
• Assisting to coordinate and facilitate committee works with panel of lawyers; coordinating and planning meetings and meeting collaterals.
• Assist in process improvements, including reviewing and updating standard operating procedures (SOPs).

4. Intern Engagement and Onboarding

• Facilitate the onboarding process for interns, ensuring they receive clear guidance and training.
• Supervise, guide and support interns in their roles, ensuring effective contribution to departmental goals.

5. Other Duties

• Undertake additional tasks as assigned by the Chief Representation Officer, Head of Department or Direct Supervisor as needed.

Qualifications & Skills:

• Bachelor’s degree
• Strong communication and interpersonal skills.
• Excellent organizational and problem-solving abilities.
• Ability to handle multiple tasks efficiently in a fast-paced environment.
• Proficiency in Microsoft Office Suite and other productivity tools.
• Prior experience in customer service or administrative roles is an advantage.
• Ability to work independently as well as in a team.

This role is ideal for individuals with a strong commitment to service excellence and administrative efficiency, and who are passionate about supporting access to justice within a non-profit setting.