1. OFFICE ADMINISTRATION
· Oversee the general office administrative function, such as filing, receipt of goods, etc.
· Oversee the maintenance of general office equipment, such as photocopier, projectors and screens, cameras, and track usage by staff.
· Oversee the maintenance of general office facilities, such as security equipment, phone system, air-conditioning, hydroponics system, office furnishings, etc.
· Monitor general office supplies, such as office stationeries, papers, drinking water, pantry items, and re-stock when supply levels are low.
· Ensure that all procurement procedures are transparent and in accordance to the Standard Operating Procedures, before submission to Approving Authority.
· Liaise with the legal advisor on any legal matters regarding contracts / agreements.
· Assist in the submission of grant applications and proposals.
· Develop external relationships with appropriate contacts, e.g. auditors and statutory organisations such as the National Council of Social Service, Central Provident Fund Board, Inland Revenue Authority of Singapore.
2. PERSONAL ASSISTANT TO EXECUTIVE DIRECTOR
· Plan, organise and arrange corporate travel itinerary and meetings, including but not limited to ticket and hotel bookings, visa processing, booking other transportation and other documentations related to the travel.
· Responsible for ED’s working schedule including maintaining diary and keep track of appointment and full spectrum of secretarial support.
· Organise and ensure that ED is well-prepared for meeting,
· Set up, coordinate meetings and take minutes.
3. BOARD ADMINISTRATION
· Arrange and coordinate Board Meetings & AGM.
· Prepare Agenda, take minutes and circulate approved minutes upon approval.
· Keep up-to-date contact details of Board Members
4. IT MANAGEMENT
· Provide IT support including email management, monitoring and backup of servers, installing and configuring hardware, software, network and printers, etc.
· Liaise with IT servicing vendor for all IT related issues.
5. Recruitment And Onboarding
· Assist and manage organisation’s job postings, review applications and resumes; and prepare for interviews.
· Support the on-boarding process and orientation of new employees.
· Support and update employees’ training records as per requirements.
Part time position available. Working hours: Half day from Mon to Fri
