Job Purpose
The incumbent is a team member in Corporate Services and supports the Manager of Finance & Admin. He / She ensures smooth daily operations by supervising and planning efficient administrative procedures, completing administrative duties and developing and improving systems, policies, and procedures. For Compliance, he/she supports Boys' Town in regulatory advisory, ensures compliance with ethical standards, laws, and best practices, and assists department heads with implementing and monitoring compliance activities.
Job Responsibilities
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 the purchasing and inventory of office supplies with attention to budgetary constraints.
· Oversee admin services and maintenance activities ensuring they are carried out smoothly and in a timely manner (e.g., Water dispenser, photocopier, VMS).
· Ensuring all admin services equipment is working and properly maintained.
· Responsible for contracts management of the facilities and maintenance service contracts.
· 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 cheques into the system.
· Submit admin-related invoices for payment and expense tracking.
· Assist in events planning (eg Board meetings, company events etc.)
· Responsible for Document Management System (DMS) to ensure that it is up-to-date and assist department heads in the implementation, training, and coordination of system upgrades.
· To participate in performing internal/ external audits.
· To participate in committees and projects.
· Any other duties as assigned.
COMPLIANCE
· Assist the Executive Director for relevant Committees related to Personal Data Protection, Emergency Management, Fire Safety and Risk Management.
· 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.
· Assist in facilitating discussions and meetings of the respective committees.
· Assist to ensure compliance procedures, practices, policies and processes to meet regulatory requirements and manage compliance monitoring.
· To identify action plans to address non-compliance issues.
· Support the various departmental heads in meeting statutory requirements suggested/ imposed by the government.
· Analyse, monitor, review, and report the organization’s performance and operations and propose recommendations in the best interest of the organization.
· Assist in reviewing processes and guidelines in accordance with the Code of Governance.
· Continuously identify updates on regulatory requirements and maintain them regularly.
· Regularly review or schedule governance checks and compliance duties assigned by the Executive Director and/or 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 Measures.
MANAGERIAL
· Report to and provide regular feedback to the Manager, Finance & Admin of Boys’ Town
· To support the Assistant Director of Corporate Services when necessary
· To support the Manager in budget tracking and ensure expenses are 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 providing analysis
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.
· Proficient in Microsoft Outlook, Word, Powerpoint, Excel, Office 365
· Excellent interpersonal skills with the ability to establish good relationships with various stakeholders
· Detail-oriented and excellent executive functioning skills (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)
· Formal communication skills for presentations and report writing
· Excellent documentation and administrative skills
