RESPONSIBILITIES
1. Financial management and supervision
· Preparation, in conjunction with the finance manager, the management team and the ED, of the annual budget, reviewing the budget with the Treasurer and Chairman, and completing the budget process
· Managing and leading, in conjunction with the marketing and communications team, the ED and Chairman, the preparation, finalisation and communication of the annual report
· Managing, in conjunction with the finance manager and the auditors, the preparation and completion of the annual audit and the audited account; leading and managing the audit, in conjunction with the finance manager and the ED
· Reviewing and executing the recommendations of the auditors, in conjunction with the finance manager, the ED and Treasurer, and reporting the recommendations and action plans to the Board
· Preparing, for review by the ED and the Treasurer, the quarterly financial reports for the Board, and distributing the approved reports to the Board
· Supervising receipts, payments and deposits in the bank
· Supervising operating expenses and capital investments
· Supervising other financial reporting
· Assisting ED to operate within the budget and optimise resources and the allocations of resources.
2. Corporate governance management and supervision
· Preparing, in conjunction with the Chairman, and managing the annual schedule of Board meetings, AGM and Board strategy meetings
· Arranging, in conjunction with the Chairman, the Board meetings, and working with the company secretary to arrange the AGM
· Preparing and finalising, in conjunction with the company secretary, the AGM meeting agenda, resolutions, minutes and other AGM documentation
· Preparing and finalising, in conjunction with the Chairman, the Board meeting and the annual Board strategy meeting, agenda, resolutions, minutes and presentation slides; and managing following up action items
· Preparing and finalising, in conjunction with the company secretary, the annual returns, reports and documentation required by ACRA and the Charity Commissioner
· Managing and meeting the requirements and documentation of the IRAS
· Working, in conjunction with the management team, the ED and the Board on full compliance with statutory requirements
· In respect of the public donations, including (without limitation) fundraising events, overseeing the integrity, security, reporting and compliance with processes and procedures
· Overseeing the integrity, security and compliance in respect of the grants, and project and programme funding processes and procedures
· Reviewing every two (2) years and (if sought fit) suggesting amendments to WE CARE's policies, in conjunction with the management team and the ED, and presenting amendments to the Board for consideration and approval
· Ensuring, in conjunction with the ED, full compliance with statutory, legal, donor, funding, charity, financial, tax and legal requirements.
3. IT management and Cybersecurity
· Reviewing, negotiating, renewing and completing contracts with IT vendors
· Managing IT vendors
· Creating and managing the IT budgets and IT grants and funding
· Managing, tracking and auditing the software and hardware owned or operated by WE CARE
· Managing the security and integrity of information and information systems
· In conjunction with the ED, the communications and marketing team and the management team, recommending and implementing upgrades and new systems and software, to improve operations, management, and reporting requirements
4. PDPA management and DPO duties
· Reviewing annually, the PDPA policy, notices, processes and procedures in conjunction with the ED, and presenting amendments to the Board for consideration and approval
· Performing the tasks of the Data Protection Officer
· Keeping abreast of PDPC guidelines and changes to the PDP Act and regulations relevant to WE CARE
· Providing training to all staff and managers on the PDPA policy, processes and procedures
· Responding to and managing PDPA audits
5. Human resources (HR) management and supervision
· Supervising and managing the finance and administrative team
· Periodically reviewing HR processes and procedures and presenting recommendations to the ED
· Reviewing, in conjunction with the management and the ED, HR requirements, with a view to making recommendations on hiring staff and managers to the ED
· Implementing and assisting managers and the ED to implement hr processes, including, without limitation, processes relating to: reviewing resumes / curriculum vitae, and attending interviews of non-clinical staff and managers and providing service contracts; performance reviews; disciplinary action; annual discretionary bonuses and salary increments; job grades; managing and assisting with staff and management grievances and suggestions; managing and assisting with disputes and differences between staff/management; initiating, collecting and reporting to the ED on the results of annual staff and management surveys of job satisfaction, pay, management and processes at WE CARE
· Initiating and planning, with the ED, staff engagements and celebrations, to foster a sense of identity, culture, pride and job fulfilment; and to assist with the staffs' and managers' alignment with WE CARE's vision, mission and share values
· Initiating and planning quarterly communications with staff and management to update them on WE CARE's plans and to report on progress of existing plans
· Initiating, planning and implementing with the ED, the annual work plan and strategic review in October of each year, in preparation for the budget
· Becoming involved in and supporting events for staff, service users, donors and others
· Providing support for the execution of fundraising activities, in conjunction with the fundraising manager, the ED and the Board
6. Facilities management
· Manage and maintain all aspects of the WE CARE facility, including, without limitation, rental, utilities, lighting, air conditioning, ventilation, furniture and other fixtures and fittings; being supported by the Administrative team
· Initiate planning for additional space and, in conjunction with the ED, execute the plan
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Direct Supervision of:
· Finance/HR/Admin Manager
· Admin Executive
· Appointed external financial, IT or facilities suppliers or consultants.
Key deliverables
· Ensure good governance and transparency practices.
· Track governance & organizational performance standards for fulfilling our mission.
· Maintain, update and implementation of HR, operational & governance policies.
· Meeting financial goals while ensuring fiscal integrity.
· Secretariat support to the Board of Directors
· Accurate and timely submissions of monthly/quarterly/annual management reports or funding reports/accounts to key stakeholders, including the Board or funders.
· Annual budget planning and management
· Yearly Financial Statements & governance report
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