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Senior Admin Executive, Admin & Compliance

BOYS' TOWN

Singapore

On-site

SGD 80,000 - 100,000

Full time

3 days ago
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Job summary

A social services organization in Singapore is seeking an individual to support the Manager of Finance, Admin & Compliance. Responsibilities include overseeing daily operations in the admin department, assisting with compliance procedures, and supervising junior staff. Candidates should hold a diploma in business or accountancy with at least 3 years of relevant experience. Strong interpersonal and organizational skills are essential.

Qualifications

  • At least 3 years relevant experience in VWO/NPO/Social service sector preferred.
  • Excellent executive functioning skills.
  • Formal communication skills for presentations and report writing.

Responsibilities

  • Oversee day-to-day operations of the admin department.
  • Assist in compliance procedures and business practices.
  • Supervise the Admin team and coach junior staff.

Skills

Time management
Interpersonal skills
Data analysis
Document management
Patience
Detail-oriented
Flexibility

Education

Diploma in Business or Accountancy

Tools

Microsoft Office 365

Job description

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
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