JOB DECRIPTION FOR: High Performance and Admin Executive
About Singapore Canoe Federation:
The Singapore Canoe Federation (SCF) was founded in 1971 and is the National Sports Association responsible for the management, coordination, development and promotion of paddling in Singapore. It represents the interest of its athletes and members to Sport Singapore (Previously known as the Singapore Sports Council), the Singapore National Olympic Council (SNOC), and other international paddling bodies.
The SCF is an affiliate of both the Asian Canoe Confederation and the International Canoe Federation. As a non-profit organisation, the SCF relies mainly on its team of staff and volunteers. It is mainly funded by Sport Singapore.
Our Aims:
To promote opportunity for public participation in a full range of paddling activities in Singapore with high standards of safety. The key aspirations of the SCF are:
● Nurture and prepare its elite and potential elite athletes to medal at the SEA Games, Asian Games, Olympic Games and other regional/international competitions.
● Uphold high standards of sportsmanship.
● Champion the development and enjoyment by the public of all paddling disciplines in Singapore.
● Develop and promote Singapore as a venue of choice for regional/international paddling championships/events.
Our Values:
● Transparent – To be transparent and upfront in all our policies, procedures, results (both good and bad). No artificial harmony.
● Respect – Respect all stakeholders of the sport. From athletes, coaches, parents, staff, volunteers and all community members. Put yourself in their shoes to understand their perspective on how your actions will impact them.
● Inclusive - To include all paddling disciplines and communities in our decision-making process. To develop all disciplines in the manner most suitable to the various levels of maturity.
● Professional – To be responsible, committed to the highest standards yet being self-aware and cooperative to the people around you. Sometimes, things might not go your way but if it’s been agreed, then you must align to the decision and do your best to achieve its desired outcome.
Our Vision:
● To establish Singapore as the top paddling nation in Asia by placing firm focus on developing high performance athlete pathways.
● To promote paddling as a vibrant lifestyle and bringing more awareness & education into marine protection and promoting inclusive communities.
Key Competencies/Attributes to be successful for the role:
● Organisation and planning. Plans, organises, schedules, and budgets in an efficient, productive manner. Focuses on key priorities.
● Honesty/Integrity. Earns trust and maintains confidence with all stakeholders. Does what is right, not just what is politically expedient. Speaks plainly and truthfully.
● Attention to detail. Does not let important details slip through the cracks or derail a project.
● High standards.Expects personal performance and team performance to be nothing short of the best.
● Work ethic. Possesses a strong willingness to work hard and sometimes long hours to get the job done. Has a track record of working hard.
Role description:
The High Performance and Admin Executive (HPE+) is responsible for supporting the High Performance Manager (HPM) in the management and operation of HP matters. He/she will also assist the Finance Manager (FM) in the management of the Federation’s financial resources and the proper accounting for funds.
The HPE+ reports to the HPM.
Responsibilities:
The role will cover three key areas of the organisation:
1. High Performance Administration
2. Finance Administration
3. General Administration
1. High Performance Matters
1.1 Facilitate spexCarding application & SportSync matters
1.2 Athletes' attendance collation
1.3 Monitor and register vessel permit applications for athletes' personal boats.
1.4 NSA Service Request Form filling for purchase of air tickets.
1.5 Maintaining a databaseof all athletes and coaches.
1.6 Maintaining, tracking & regular updating of athletes' results.
1.7 Update athletes' profiles and other national team matters on the website.
1.8 Liaise with the National Kayak and Canoe Sprint Team and Coaches on training and competition matters.
1.9 Assist in developing annual International Competition Calendar.
1.10 International & local competitions administration works.
1.11 Assist the HPM in all HP matters in all paddling disciplines.
2 Finance Administration
2.1 Assist the FM to prepare staff/athletes claims and payroll.
2.2 Ensure all reconciliation of accounts receivables, account payables, bank reconciliation etc are performed on a monthly basis and absolute accuracy.
2.3 Issuing invoices and ensuring prompt collection for all outstanding due.
2.4 Ensure all bank transactions are updated on a monthly basis.
2.5 Provide treasury support, preparing outgoing payables to suppliers and providing payment advice.
2.6 Assist the FM for fixed assets control and management.
2.7 Assist the FM in preparing monthly reports to the Board.
2.8 Ensure monthly closing is conducted in a timely manner.
2.9 Assist the FM to liaise with internal & external auditors for all audit, bankers, tax agent and other professional advisors for all financial related matters.
2.10 Prepare all relevant reports to SportSG, Charity Portal, OurSG Grant Portal etc.
2.11 Assist the FM during the audit process.
2.12 Assist the FM in preparing the financial statement for the annual report to be presented at the AGM.
2.13 Assist the FM in preparing the One Team Singapore Fund to SportSG on a half yearly basis.
3 General Administration
3.1 Accountable as the timekeeper of critical and important events in SCF calendar
3.2 Assist Marketing and Business Development team with branding, promotional campaigns, recruitment drives and all other marketing related matters.
3.3 Assist in developing content for online marketing/branding for the SCF's social media platforms and website, and other local and overseas media platforms
4 Other Responsibilities
4.1 To undertake additional tasks and responsibilities as required by the SCF.
5 Qualifications/Technical Requirements/Experience:
5.1 Preferably a Diploma in Accountancy, Sport Science or related discipline
5.2 At least 2 years of related experience
5.3 Excellent verbal and written skill
5.4 Prior experience in Sport Performance Management and/or Xero accounting software will be an advantage
5.5 Excellent planning, organisational and budgetary skills and the ability to prioritise appropriately to meet deadlines.
5.6 Applicants who do not meet the above qualifications/requirements are welcome to apply and will be assessed based on experience and suitability.
6 Other requirements:
6.1 A proactive and motivated team player who strives in a challenging and fast-moving environment
6.2 Works effectively with people and shows respect and sensitivity to their needs.
6.3 Strong desire and passion to excel at whatever task at hand; seeking to achieve world-class levels of professionalism and quality standards.
6.4 Able to work on weekends and beyond office hours.
