Job Purpose
To render efficient volunteer management services and administrative support to ensure the smooth running of Boys’ Town Fostering Services (BTFS).
Responsibilities
Administrative
· Administer, track and ensure that proper documentation are present for reimbursement of funds including petty cash.
· Ensure that all office equipment, stationaries and other logistical requirements are purchased timely and are in working condition.
· Purchase office inventory timely to ensure optimal inventory level.
· Maintain a list of fixed assets (including donated items) and conduct an annual fixed assets check.
Data-entry
· Schedule meetings and book suitable meeting venues when necessary.
· Prepare relevant and necessary documents (e.g., notice of meeting, agenda and meeting papers) and equipment for meetings.
· Record and produce minutes of meeting in an accurate and timely manner.
· Update and maintain a register of staff training records.
· Establish and maintain electronic and physical filing systems so that information can be readily retrieved and disseminated.
· Collate and submit information to the Ministry of Social and Family Development (MSF) on the opening and closing of system accounts (ECRM, CANS etc.)
· Process Community Health Assist Scheme (CHAS) card and Medical Fee Exemption Card (MFEC) applications
· Facilitate submission of claims and purchase requisitions for the department.
Volunteer Management
· Assist to coordinate and execute outreach activities for the recruitment of volunteers.
· Assess the suitability of volunteers according to guidelines and requirements.
· Assist to coordinate and execute events for the training and appreciation of volunteers.
· Monitor and update the Reporting Officer on key statistics relating to volunteer management.
· Network with suppliers, partner organizations, contractors and other professionals.
· Participate in quarterly review of the volunteer management system with the Head of BTFS.
· Ensure all documentation (online and physical) related to volunteer management are filed and uploaded timely.
· Manage assigned budget and to keep within means.
· Facilitate and engage volunteers to organise events/programmes for the benefit of the beneficiaries of BTFS,
· Support the pool of volunteers when necessary.
Requirements
· A minimum qualification of an ITE certificate with at least a Pass in English is required.
· Relevant working experience is preferred.
· Possess good administrative skills for documentation, record keeping and data management.
· Proficient in Microsoft Outlook, Excel, Word, PowerPoint.
· Good interpersonal and communication skills.
