The Manager (Admin and HR) manages various human resources and office administration tasks to ensure the smooth and efficient operation of the office environment in the Singapore Kindness Movement (SKM).
He/She acts as the first point of contact for HR-related queries from employees and external partners.
His/her administrative duties include maintaining personnel records, managing HR documents and various aspects of office management.
He/She reports to the Director (Programmes & Operations) and provides administrative support to the Deputy Director (Admin/HR/Finance) when required.
The Manager (Admin & HR)’s job description is as follows:
Office Administration
Handles enquiries to ensure effective communication both internally and externally
Organises appointments for the Director (P&O) when required
Organises and coordinates in-house and external meetings when required
Supervises and coordinates overall administrative activities for the Administration team
Co-ordinates and manages the procurement and contracts of office equipment and supplies in accordance with company purchasing policies and budgetary restrictions
Facilitates the day-to-day operations, such as distributing building access cards and back-up codes to security access cards
Liaises with landlord and contractors in relation to repairs, maintenance, including coordination of fire safety wardens and drills
Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
Supervises storage facilities (internal/external) and general areas in the office
Assists (Lead officer for IT Systems) with custody, update, service and maintenance of IT hardware and software (including server, laptops, photocopier, telephones)
Manages email system (operational coordination, security, migration to MS Office)
Provides other work-related assistance to the Director (P&O) and the Deputy Director (Admin/HR/Finance) as the need arises.
Compliance
Devises and maintains office systems, including data management and filing
Coordinates council meetings and AGMs, from preparation work to taking minutes and following-up with office of the Registrar of Societies (ROS), Charities Council (CU)
Ensures compliance of Statutory Filings with ROS, MCCY, CU and other relevant bodies
Coordinates and manages insurance and intellectual property requirements
Coordinates with DPO team on PDPA management
Assists in Emergency Preparedness & Crisis Management, including updating plans and liaising with MCCY task forces
Human Resource
Plans, organises and manages office events, such as birthday celebrations, work-in-progress meetings and town hall
Maintains staff records relating to recruitment, orientation, training and employment (including monitoring and evaluation)
Assists Deputy Director (Admin/HR/Finance) with leave and claims management (via HR system) including attendance coordination (via calendar)
Supervises staff training and welfare, including assisting with funding applications and seeking grants
Facilitates recruitment process, including job postings on websites and portals
Participates as needed in special department projects
Assists in the performance appraisal process
Please email [email protected] if further details are required.
