Executive Officer - Home

MUSLIMIN TRUST FUND ASSOCIATION; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A leading nonprofit organization in Singapore is seeking to fill key administrative, procurement, and finance roles to support its mission of assisting the underprivileged community. Ideal candidates will have relevant educational backgrounds and experience in administrative functions, displaying strong communication, organizational skills, and a commitment to integrity. This opportunity offers a chance to impact lives positively while ensuring compliance and effective operations within the organization.

Qualifications

• Minimum 2-3 years’ experience in administrative or finance roles, fresh graduates welcome.
• Strong knowledge of local procurement procedures and MSF licensing requirements.
• Able to manage confidential data with a high level of integrity.

Responsibilities

• Manage day-to-day administrative operations and ensure compliance.
• Implement procurement cycles and maintain vendor documentation.
• Support budget planning and track expenses for financial accountability.

Skills

Organizational skills

Communication skills

Analytical skills

Integrity

Education

Diploma or Degree in Business Administration, Finance, or Procurement

Tools

Microsoft Office

QuickBooks

SAP

Job description

About Us: Muslimin Trust Fund Association (MTFA) is a rapidly growing nonprofit organisation dedicated to serving the underprivilege community in Singapore. Established with the aim of providing financial assistance and support to Muslims in need, MTFA focuses on various areas such as education, healthcare, welfare, and social services.

Guided by our principle of "Towards a sincere pursuit of Ihsan", we aim to continuously create positive impacts within the communities we serve.

Key Roles & Responsibilities:

1. Administration

• Manage and oversee all day-to-day administrative operations of the Home, ensuring alignment with MSF licensing standards and NCSS Code of Governance.
• Maintain and update residents' files, staff records, compliance documents, service contracts, SOPs, and regulatory reports, ensuring data integrity and confidentiality (in line with PDPA).
• Coordinate internal and external audits, MSF inspections, licensing renewals, and ensure documentation readiness.
• Manage general office functions, including inventory control, facility maintenance, and IT/admin system upkeep.
• Support HR-related administrative tasks, such as coordinating performance appraisals, leave records, onboarding/offboarding of staff (MOM-compliant), and tracking of training line.
• Act as the liaison for the Home with government agencies (e.g. MSF, NCSS, SSG), service providers, donors, and volunteers.
• Ensure that trauma-informed, child-safe administrative processes are maintained according to MSF guidelines (documentation processes)

2. Procurement (In line with NCSS Good Governance Toolkit & MSF Financial Guidelines)

• Implement and manage the procurement cycle to ensure cost-effective, timely, and compliant purchases.
• Source and evaluate vendors, ensure competitive bidding (as per procurement policy), and maintain a robust vendor database.
• Process purchase requisitions, issue purchase orders, and track delivery and service fulfillment, in line with procurement thresholds.
• Ensure proper documentation, including quotations, PO approvals, invoices, and delivery orders are filed and stored securely.
• Assist in procurement planning for budget projections and forecasted needs.
• Review vendor contracts, ensuring due diligence, fairness, and compliance with NCSS accountability principles and MSF audit expectations.
• Work with residential care staff to forecast, plan, and procure goods needed for children's development and well-being.

3. Finance (Compliant with Charity Accounting Standards & MOM Payroll Practices)

• Support budget planning and forecasting exercises, aligning expenditure with approved funding streams (MSF grants, Mendaki Grants, any other grant applications).
• Process staff reimbursements, petty cash claims, supplier invoices, and vendor payments following internal controls and agency guidelines.
• Track monthly expenses, reconcile accounts, and assist in preparing financial statements and funder reports.
• Maintain grant utilization records and coordinate reporting for MSF-funded schemes and other restricted funds.
• Ensure accuracy in payroll-related records (e.g., CPF contributions, leave balances, overtime), in compliance with MOM regulations.
• Support internal and external audits, including document submission, clarification, and implementation of audit recommendations.
• Contribute to financial policies and SOPs to uphold transparency, accountability, and risk management.

Qualifications and Skills

• Diploma or Degree in Business Administration, Finance, Procurement, or a relevant field.
• Minimum 2-3 years’ experience in administrative, procurement, or finance functions; experience in VWOs or children/youth residential settings is an advantage. Fresh Graduates are welcome to apply.
• Strong knowledge of local procurement procedures, MOM HR policies, and MSF licensing requirements.
• Familiarity with NCSS Code of Governance and the Social Service Sector 4ST 2025 Roadmap.
• Proficient in Microsoft Office and finance/procurement systems (e.g., QuickBooks, Xero, or SAP).
• Meticulous, organized, and able to manage multiple responsibilities under tight timelines.
• High level of integrity and ability to manage confidential data.
• Good interpersonal and communication skills, with a collaborative working style.

Additional Requirements:

• Willingness to uphold the principles of child protection and trauma-informed care.
• Commitment to continuous learning aligned with MSF CYPA guidelines & NCSS’s Sector Capability and Transformation goals.
• Able to work beyond regular hours when required (e.g. during inspections, audits, or events).
• Understanding of the VWO-Charities landscape, MSF governance, and financial reporting structures is an asset.

PDPA Notice: By submitting your application, you acknowledge that you have read and agree to our Privacy Policy (https://www.mtfa.org/privacy-policy) regarding the collection, use, and disclosure of your personal data