Grants & Compliance Executive (Early Childhood / East / 5 days) [EL]

WECRUIT PTE. LTD.; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

Wecruit Pte Ltd is seeking a detail-focused administrator to manage enrolment and grant-related data across multiple ECDA reporting streams in a Singapore-based capacity.

The role involves liaising with campus leaders, reconciling data between Havence and ECDA records, and ensuring timely submission of required documents, with a strong emphasis on accuracy and audit readiness.

Responsibilities

• Coordinate with relevant stakeholders to reconcile and validate monthly infant and childcare enrolment data between Havence and ECDA records.
• Investigate and resolve data discrepancies, ensuring all adjustments are properly supported with relevant documentation.
• Manage the end-to-end Monthly Operating Grant and ECDA Manual Adjustment submission process, including verification, clearance, sign-off and final submission.
• Reconcile and verify residency data against Operating Grant enrolment records.
• Work with Campus/Centre Leaders and relevant stakeholders to resolve discrepancies and obtain supporting documentation.
• Finalise cleared residency figures and coordinate timely submission to the relevant internal teams for ECDA reporting.
• Verify enrolment, attendance and opt-out information for children participating in Malay and Tamil language programmes.
• Reconcile information across Havence, CMS and centre-submitted records, including the collation of relevant supporting documentation.
• Coordinate internal clearance and ensure accurate and timely submission of required ECDA reports.
• Verify and reconcile monthly language programme attendance against centre records and Operating Grant enrolment data.
• Prepare and submit verified information for internal clearance and ECDA reporting.
• Maintain supporting documentation and calculate relevant grant accruals for AFD.
• Verify pre-operating grant information and centre data with internal stakeholders, including site allocation and estimated infant/childcare capacity.
• Calculate and validate eligible grant amounts for review and approval.
• Communicate confirmed amounts and identified discrepancies to relevant Operations stakeholders.
• Maintain records of centres receiving pre-operating grants and related run-up information.
• Manage monthly AOP attendance reporting, ensuring attendance data is accurate, complete and consistently maintained in Havence.
• Identify and resolve system or data issues and verify attendance calculations before submission.
• Calculate B20ps attendance using relevant systems and ECDA tools.
• Prepare and coordinate Recurrent Grant submissions with the necessary supporting documentation.
• Maintain proper records to support audit and compliance requirements.
• Coordinate with internal departments and relevant PICs to ensure ECDA submissions are completed within stipulated timelines.
• Track submission status, follow up on outstanding information and coordinate authorised signatories for required declarations and reports.
• Distribute completed and signed documents to relevant stakeholders and maintain appropriate records for audit purposes.
• Receive, verify and organise rental invoices and supporting documents.
• Maintain proper filing within designated HR shared folders for reference and audit purposes.
• Act as the internal coordinator for the annual ECDA external audit.
• Coordinate audit meetings, schedules and logistical arrangements for fieldwork.
• Establish and manage the designated OneDrive document repository and access rights for relevant stakeholders.
• Coordinate the collation of management comments from respective PICs for internal review and submission to external auditors.
• Monitor the timely submission of supporting documents and responses throughout the audit process.
• Serve as the primary internal point of contact for auditors regarding annual audit certification matters.
• Coordinate audit dates and participating centres with relevant stakeholders.
• Monitor the submission of post-audit reports and rectification updates by Centre Leaders within the required timeline.
• Coordinate follow-up actions and communicate relevant updates between Centre Leaders and auditors.
• Set up and maintain SharePoint as the central document repository for annual audit records, with appropriate access for AFD, IAU and CFO.

Job description

1. Enrolment-Based Operating Grant Administration

• Coordinate with relevant stakeholders to reconcile and validate monthly infant and childcare enrolment data between Havence and ECDA records.
• Investigate and resolve data discrepancies, ensuring all adjustments are properly supported with relevant documentation.
• Manage the end-to-end Monthly Operating Grant and ECDA Manual Adjustment submission process, including verification, clearance, sign-off and final submission.

2. Enrolment-by-Residency Reporting

• Reconcile and verify residency data against Operating Grant enrolment records.
• Work with Campus/Centre Leaders and relevant stakeholders to resolve discrepancies and obtain supporting documentation.
• Finalise cleared residency figures and coordinate timely submission to the relevant internal teams for ECDA reporting.

3. Mother Tongue Language Programme Administration

• Verify enrolment, attendance and opt-out information for children participating in Malay and Tamil language programmes.
• Reconcile information across Havence, CMS and centre-submitted records, including the collation of relevant supporting documentation.
• Coordinate internal clearance and ensure accurate and timely submission of required ECDA reports.

4. Malay and Tamil Language Grant Administration

• Verify and reconcile monthly language programme attendance against centre records and Operating Grant enrolment data.
• Prepare and submit verified information for internal clearance and ECDA reporting.
• Maintain supporting documentation and calculate relevant grant accruals for AFD.

5. Pre-Operating Grant Administration

• Verify pre-operating grant information and centre data with internal stakeholders, including site allocation and estimated infant/childcare capacity.
• Calculate and validate eligible grant amounts for review and approval.
• Communicate confirmed amounts and identified discrepancies to relevant Operations stakeholders.
• Maintain records of centres receiving pre-operating grants and related run-up information.

6. Monthly Child Attendance & Recurrent Grant Reporting

• Manage monthly AOP attendance reporting, ensuring attendance data is accurate, complete and consistently maintained in Havence.
• Identify and resolve system or data issues and verify attendance calculations before submission.
• Calculate B20ps attendance using relevant systems and ECDA tools.
• Prepare and coordinate Recurrent Grant submissions with the necessary supporting documentation.
• Maintain proper records to support audit and compliance requirements.

7. Recurrent Grant Submission Coordination

• Coordinate with internal departments and relevant PICs to ensure ECDA submissions are completed within stipulated timelines.
• Track submission status, follow up on outstanding information and coordinate authorised signatories for required declarations and reports.
• Distribute completed and signed documents to relevant stakeholders and maintain appropriate records for audit purposes.

8. Portable Rental Subsidy Administration

• Receive, verify and organise rental invoices and supporting documents.
• Maintain proper filing within designated HR shared folders for reference and audit purposes.

9. ECDA Annual External Audit Coordination

• Act as the internal coordinator for the annual ECDA external audit.
• Coordinate audit meetings, schedules and logistical arrangements for fieldwork.
• Establish and manage the designated OneDrive document repository and access rights for relevant stakeholders.
• Coordinate the collation of management comments from respective PICs for internal review and submission to external auditors.
• Monitor the timely submission of supporting documents and responses throughout the audit process.

10. Annual Audit Certification Coordination

• Serve as the primary internal point of contact for auditors regarding annual audit certification matters.
• Coordinate audit dates and participating centres with relevant stakeholders.
• Monitor the submission of post-audit reports and rectification updates by Centre Leaders within the required timeline.
• Coordinate follow-up actions and communicate relevant updates between Centre Leaders and auditors.
• Set up and maintain SharePoint as the central document repository for annual audit records, with appropriate access for AFD, IAU and CFO.

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Wecruit Pte Ltd

EA License No: 20C0270