Administration jobs in Singapore

DAUGHTERS OF TOMORROW LIMITED

Daughters Of Tomorrow Limited

Registered as a charity under the Charities Act of Singapore, Daughters Of Tomorrow complements and supports existing training and workforce-related agencies by connecting volunteers and community resources to enable each woman on an individual level. By deep-diving into the practical day-to-day constraints of these women, we offer hand-holding and individual coaching to help each woman reach regular and sustained employment. Our clients are women aged 18 to 63 from low-income families (living on less than $1500 per capita per month), mostly living in government-subsidized rental flats, and facing multiple stressors in their families. Through sustained employment, women in our employment bridging program regain confidence in themselves and gain a social support network that helps them through their difficult times.

• Employment law compliance and HR Administration – Providing advice, assistance and follow-up on Singapore Ministry of Manpower’s laws, regulation, and documentation. Assist Head, People & Culture in updating Employee Handbook, conducting yearly Code of Conduct & Conflict of Interests exercises, etc.
• HR Policy Review & Implementation – Assisting in reviewing and implementing HR policies by working closely with the Human Resource committee as well as DOT’s senior management team. Ensuring employee handbook is regularly reviewed and updated with policies as approved by Senior Management and Board.
• Recruitment & Employment – For roles that need to be filled as advised by ED/Senior Managers, duties include job postings on Jobstreet and similar Job Boards, compiling applicant details, arranging interviews, conducting background checks. Working with ED/Head of People and Culture to ensure timely application & renewal of visas (if applicable), preparation of offer letters and following up on any other administrative matters pertaining to employee employment (eg: Onboarding programme, office access, name cards, probation review etc.).
• HRIT and People Analytics – Maintaining DOT’s human resources shared folders and employee records in HRIT system and shared folders. This includes updating organisation chart and the employee directory; employees records such as Next-of-Kin, addresses, birthdays, etc; as well as group chats. She/he helps Head of People and Culture to conduct exit interviews and produces a exit interview dashboard for Management review, and track attrition (voluntary and involuntary).
• Training & Development and Performance Management – Working closely with the ED and Financial controller to identify gaps in training needs as well as administration matters for performance appraisals and improvement plans. Update training records and training investments. Help Head of People and Culture on Learning Needs Assessment and sourcing of courses.
• Employee Engagement – Organizing company-wide team building events and lead the employee welfare committee. Buying and leading monthly birthday cake parties. Issuance of e-Birthday vouchers, employee engagement activities such as lunch-and-learn, durian/fruits party, etc.
• Compensation and Benefits Administration – Help the Head, People & Culture in ensuring all staff set performance review goals and submit ratings on time, prepare bonus and salary increment preparation plus letters. Ensure new employees are enrolled for group insurances and review insurance claim history. Provide market updates on Comp and Benefits to Head of People and Culture.
• Performs other HR duties as assigned by Head, People and Culture.

• General Office Administration – Assisting in general office administrative matters: booking of facilities and external meeting venues, help ED to organise staff and management sessions as well as send invitations plus slides, assisting ED in minutes taking of meetings and ensure all vital files are stored systematically in shared drives and easily retrievable, ordering of office stationery, keeping the general tidiness of office environment and other tasks as needed.
• Executive Assistance - Logistics – Complete a broad variety of administrative tasks for the ED including: coordinating and optimizing an active calendar of appointments; composing and preparing communications (confidential and others); arranging detailed itineraries and agendas; as well as taking minutes for meetings conducted by ED (mainly senior management and strategy meetings). Keep on top of ED’s schedule and ensure she is on track of upcoming commitments and work priorities, as well as following up on matters/datelines appropriately. Acts as a bridge for smooth communication between the ED and all departments’ managers and staff.

• A Bachelor’s Degree in Human Resources or Business Administration is preferred, with 2 or more years of Human Resources experience, and/or some experience as an Executive Assistant to Senior management.
• Good working knowledge of Singapore Labor laws and Ministry of Manpower plus TAFEP and TADM’s regulations.
• Strong organizational skills that reflect ability to perform and prioritize multiple conflicting tasks seamlessly, and with excellent attention to detail.
• Excellent interpersonal and communication skills, with the ability to build relationships with stakeholders, including staff, board members. Highly resourceful team-player, yet able to work independently.
• Proficient in email, Microsoft Office applications, and able to use Google Forms.
• Demonstrate proactive approach to problem-solving with strong decision-making capability and negotiation skills. Resourceful and open minded professional.