The candidate will support the Manager - Finance, Admin & Compliance in ensuring daily operations run smoothly with the following scope:
ADMIN
- Responsible for the day-to-day operations and ensuring smooth operations of the admin department.
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes, improving administrative systems, policies, and procedures.
- Oversee and monitor inventory of office supplies and the purchasing of supplies with attention to budgetary constraints.
- Oversee admin services, maintenance activities and ensure services and activities are carried out smoothly in a timely manner (e.g., Water dispenser, photocopier, Visitor Management System).
- Ensuring all admin services equipment is working and properly maintained.
- Responsible for contracts management of the facilities and maintenance service contracts.
- Collecting, organizing, and storing information using computers and filing systems.
- Ensure the smooth and adequate flow of information within Boys’ Town to facilitate other departments’ operations.
- Take calls from the public and provide accurate, satisfactory answers to their queries and concerns.
- Provide induction to new employees and inform them about the company’s customer management policies.
- Handle all incoming and outgoing mails / cheques / fax etc professionally.
- Assist in keying donation cheque to the system.
- Submit admin related invoices in the system and expenses tracking.
- Assist in events planning (eg Board meeting, company events etc)
- Responsible for Document Management System (DMS) to ensure that it is up-to-date and assist in department heads in implementation, training, coordination system upgrades.
- To participate in performing internal/ external audits.
- To participate in committees and projects.
- Any other duties as assigned.
COMPLIANCE
- Assist Executive Director for the following committees: Personal Data Protection Act (PDPA), Emergency Management Team (EMT), Fire Safety, Risk Management Task Force (RMTF) and other relevant committees
- Maintain proper documentation and records of the various committees for research, reference and audit purposes.
- Assist in establishing the policies and manuals that are relevant to the respective committees: PDPA, EMT, Fire Safety, RMTF and other relevant committees.
- Assist in facilitating the needed discussions and meetings on the various taskforce/ committees.
- Assist to ensure compliance procedures for business practices, policies and processes to meet regulatory requirements and manage compliance monitoring, and identification of action plans to address non-compliance issues.
- Support the various departmental heads in meeting relevant statutory requirements suggested/ imposed by the government.
- Analyse, monitor, review, and report the organisation’s performance and operations and propose recommendations to the best interest of the organsiation.
- Assist in reviewing processes and guidelines in relations in accordance with the Code of Governance.
- Continuously identify updates on regulatory requirements and maintain it regularly.
- Regular review or scheduled governance check and compliance duties assigned by the Executive Director and/ Assistant Director.
- Collaborate with stakeholders for risk management, mitigation and remediation measures.
- Liaise with internal and external parties for related audits and facilitate timely remediation of issues.
- Keep abreast of the charity landscape and identify opportunities for enhancement of governance processes/ practices.
- Work with key stakeholders in building a strong company-wide governance awareness.
- To be the Lead Officer of Safe Management.
MANAGERIAL
- Report to and provide regular feedback to the Manager, Finance & Admin of Boys’ Town
- To support Assistant Director of Corporate when necessary
- To support the Manager in budget tracking and ensure expenses is within budget.
- Supervise the Admin team, coach and guide junior staff, interns and temp staff.
- Conduct training and do presentations when necessary.
- Preparation of reports and provide analysis.
ORGANIZATIONAL
- You will also participate actively in the fund-raising events as well as any other commitments that Boys’ Town undertakes.
- You will collaborate with the other staff of Boys’ Town and the other components of Boys’ Town in matters pertaining to corporate governance and projects assigned.
- You report directly to the Manager – Finance & Admin, and you are answerable to the Executive Director of Boys’ Town and/or his representative. You may however need to report to different supervising officers for the various duties you may have to cover.
- Other than the above, the Directors and/or Executive Director may assign you any other duties that are within reason for the benefit of the clients and/or Boys’ Town.
REQUIREMENTS
- Diploma, Advanced/Higher/Graduate Diploma in Business, Accountancy or any relevant discipline
- At least 3 years’ relevant experience VWO/ NPO/ Social service sector preferred.
- Good time management
- Excellent interpersonal skills, with the ability to establish good relationships with various stakeholders
- Ability to analyze data and provide analysis
- Detailed oriented and excellent executive functioning skill (i.e. ability to plan ahead and meet goals, display self-control, follow multiple-step directions even when interrupted, and stay focused despite distractions, among others.)
- Patience, tolerance and flexibility
- Formal communication skills for presentations and report writing
- Excellent documentation and administrative skills
- Resilience
- Proficient in Microsoft Outlook, Word, Powerpoint, Excel, Office 365