Programme Executive (Part Time, Contract)

HYPERSCAL SOLUTIONS PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Part time

Job summary

A humanitarian organization in Singapore is seeking a dedicated administrative support staff to assist the Programme Manager for the Sojourn Programme. The ideal candidate will have strong organizational skills, the ability to work flexible hours, and proficiency in MS Office, particularly Excel. Responsibilities include coordinating administrative functions and supporting the planning and evaluation of programme activities. This role offers the opportunity to make a significant impact in the community.

Qualifications

• Flexibility in working hours to respond to demands of programmes is an advantage.
• Ability to work independently and as a member of a team.

Responsibilities

• Support the Programme Manager in administering services.
• Provide administration and coordination support for various functions.
• Assist in the planning and evaluation of Sojourn Programme activities.

Skills

Strong organisational and multi-tasking skills

Excellent communication and interpersonal skills

Proficiency in MS Office, particularly in Excel

Education

Diploma in any discipline

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.

RESPONSIBILITIES

DUTIES & RESPONSIBILITIES

Administrative Duties

• Support the Programme Manager (Sojourn) in administering the Administration, Human Resources, Volunteer Resources and Finance (Claims) services.
  
  
• Ensure that administrative and operational activities meet and integrate with organizational requirements for quality management, health and safety, legal stipulations and general duty of care, in accordance with The Salvation Army's Mission and Philosophy and government guidelines and policies.
  
  
• Provide administration and coordination support to the Programme Manager in all vendor, HR, volunteer and interns related functions with regards to Sojourn programmes, and other administrative functions as and when required and assigned.
  
  
• Develop and ensure the maintenance of an efficient and updated database and filing record system, which complies with PDPA and TSA policies, for
  
  
  • Employee's / Staff File - including annual leave, medical leave & claim records
  • Standard Operating Procedures (SOP) and Guidelines of The Sojourn Programme
  • Clients' Registrations, their Benefits/Resource Utilization and Indemnities
  • Volunteers' related records necessary for compliance and reporting
  • Documents related to the Programme's operations and collaborations with different stakeholders
  • Other administrative functions that may arise.
    
    
• Uphold PDPA and other established policies by respecting the rights of migrant worker beneficiaries, volunteers, partners, staff and organization to privacy and confidentiality and be responsible in the use of all information given and received.
  
  
• Establish good communication processes to keep staff/volunteers/beneficiaries informed of events/developments and obtain feedback.
  
  
• Build and maintain good interpersonal relationships with staff, volunteers, beneficiaries, vendors and the community. Promote team work by facilitating co-operation and effective communication among the staff, volunteers, vendors and beneficiaries.
  
  
• Be responsible for liaising with relevant internal departments to facilitate administrative and financial processes related to the efficient functioning of the Centre and the Programme.
  
  
• Prepare and submit statistics for reports to HQ and relevant authorities.
  
  
• Conduct/Join administrative meetings and be a representative in other external meetings/functions as and when required.
  
  

Cost Management

1. Assist the Programme Manager to prepare and monitor the budget and internal control processes for Sojourn programmes, including fiscal activities, approval of purchases, requisitions, invoicing, receipts, payments, and banking as well as manage and monitor the coordination of IT matters according to policy and procedural guidelines.
   
   
2. Ensure that proper processes and documentation are in place to track claims and donations in cash or kind. Make sure all programme donations, claims, fees and allowances are in order.
   
   
3. Conduct quarterly review of budget status, and prepare timely reports for the Programme Manager and/or the Centre Manager.
   
   
4. Perform other duties as and when required that are consistent with the position or that are deemed appropriate by the Management for the effective and efficient running of the Centre and the Programme.

Programme Activities

1. Be involved in the planning, implementation, monitoring and evaluation of all projects of the Sojourn Programme, especially in the area of Preventive Services (Stay Strong Programme).
   
   
2. Assist the Programme Manager in planning whenever necessary or when appointed. Planning includes working with other team members, assessing the complexity of beneficiary needs, determining the scope of services or programmes to be provided, and defining the programme outcomes and methods to achieve them.
   
   
3. Assist the Programme Manager in programme implementation and execution which includes the care, engagement and development of migrant worker beneficiaries and their families at the Centre, dormitories and other locations.
   
4. Assist the Programme Manager to establish and review evaluation processes, evaluation criteria and methods for programmes, including best practice and standards benchmarking, and identification and address of strengths and weaknesses, opportunities, gaps and areas of improvement.
   
   
5. Conduct programme evaluation and maintain proper documentation of programme specifics, activity schedules, surveys and feedbacks for various programmes/projects. Programme evaluation includes defining and refining of outcome measurements and data collection processes; ensuring that they are satisfactorily performed and executed; and collating of the information for the team's analysis, review and research purposes.
   
   
6. Highlight to management any service shortfalls and collectively implement improvements to programmes/projects.
   
   
7. Assist Programme Manager (Sojourn) to plan and coordinate the Stay Strong Programme (Preventive Services) towards all migrant workers (with special focus on dormitory-based migrant workers) and other similar programme efforts.
   
   
8. Contact and engage migrant workers, trainers, facilitators, volunteers and other stakeholders regarding registration, attendance, evaluation and surveys.
   
   
9. Ensure cultural and social sensitivities of beneficiaries and various stakeholders are considered in programme development, implementation and evaluation.
   
   
10. Ensure that good Workplace Safety and Health (WSH) practices are highlighted and implemented in our programmes whenever possible.

Volunteer/Partner/Stakeholder Activities

1. Attend to enquiries of potential individual, group/organizational volunteers, partners and stakeholders
   
   
2. Assist in recruiting, orientating, training, supervising and liaising with volunteers, partners and stakeholders supporting TSA Sojourn programmes.
   
   
3. Assist in recognizing involvement of volunteers, partners and stakeholders on a regular basis e.g. cards/teas/appreciation events, etc.
   
   
4. Contribute to ensuring volunteer, partner and stakeholder programmes are aligned with the different needs of the beneficiaries, and maintaining the interest of volunteers, partners and stakeholders

Other

1. To participate in staff meetings as and when required.
   
   
2. To undertake any other duties as and when required and as consistent with the position.
   
   
3. To participate and receive relevant trainings to excel in job functions.

QUALIFICATIONS

• Diploma in any discipline
• Flexibility in working hours to respond to demands of programmes and service an advantage.
• Strong organisational and multi-tasking skills.
• Ability to work independently and as member of a team.
• Excellent communication and interpersonal skills
• Proficiency in MS Office, particularly in Excel
• Salary will commensurate with relevant experience in Centre/ Programme Administration

OTHER INFORMATION

ACCOUNTABILITY

Reporting to: Programme Manager (Sojourn)

As a member of the Sojourn Programme you are expected to work closely with the Programme Manager (Sojourn) and the Centre Manager of the Migrant Workers Ministry Group. You will carry out administrative and programming functions of Sojourn so as to meet its goals, objectives, strategies and action plans. You will also be involved in the planning, implementation, monitoring and evaluation of the Sojourn Programme, and ensure their effectiveness, relevancy and consistency with the mission and vision of The Salvation Army.

DUTY HOURS

The Sojourn Programme is a 7-days-a-week migrant worker outreach and engagement service with frequent evening activities, hence flexibility in work arrangement is expected. Typical rest days within a week for full-time employees would be on Monday and/or an assigned Saturday/Sunday.

As a part-time employee, you are required to work 3 working days (typically Tuesday, Thursday and one day on the weekend) per week of 27 hours, with flexibility of the days and time of work determined and agreed between you and the Programme Manager (Sojourn). Some evening, weekend and public holiday works are required as determined by the needs and demand of services provided by the Sojourn Programme.

It will be at the discretion of your superior in charge or his/her assigned representatives to determine whether you will be required to work any unutilised hours according to the operational needs of the programme and within the legitimacy of the employment laws where applicable.

TECHNICAL COMPETENCIES

Skills:

General management, delegation, coordination, business and report writing, communication, negotiation and conflict resolution, problem-solving, and procedure research

Knowledge:

Human resource management, accounting, internal controls, charity accounting standards, regulations and policies governing children's homes, project management

Human Resource:

Staff recruitment, staff development and training, performance management

Organising skills:

Multi-tasking, prioritisation, promptness of action, meeting project deadlines

Team building:

Building collaboration, negotiation and conflict resolution

Service quality:

Benchmarking, best practice

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/ ):

1. a) the processing of this employment application;
2. b) the administration of the employment with TSA; and
3. c) 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.

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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.

Please note that your application will be sent to and reviewed by the direct employer - The Salvation Army Singapore