Job Summary
Supporting the Manager (Operations), the Administrative Executive is overall in-charge of all membership, volunteer, fundraising and events planned and organized for WiCare. Being the liaison personnel representing WiCare in sourcing, identifying potential partnership (with churches, corporations, interest groups and individuals) and negotiating / initiating suitable content, strives to cultivate and maintain partnerships with these external parties while constantly keeping in check the quality of content delivery and outcomes derived from programme execution.
Job Duties
Your roles and responsibilities will include but not limited to :-
Administration Function
· Greeting and directing visitors, answering phone online enquiries in courteous, professional manner.
· Procurement of office supplies and equipment
· Vendors management; Liaise with vendors (IT, facilities, cleaning, suppliers) on quotations, repair and maintenance work.
· Prepare payment vouchers.
· Filing of documents and general administrative duties.
· Co-ordinating schedules, arranging meetings, distributing memos and reports, and ensuring that everyone is kept current of necessary company news and information.
· Provide administrative support, including purchasing/ordering of food & beverages for talks, events and activities.
· Operating copy equipment, printers, or other equipment where necessary.
· Maintain and update company database, maintaining confidentiality.
· Assist in membership surveys, volunteers’ programmes, and members programmes.
· Preparing regular administrative reports.
Membership / Volunteer Management
Attend to all potential members, volunteers and supporters to identify projects that serve WiCare needs and oversee the successful implementation of such effort.
· Attend to all volunteer related enquiries and requests (phone / email / walk-in etc)
· Sourcing for suitable volunteers (or vendors) for identified programmes.
· Initial screening of volunteers and proposed activities to assess for suitability.
· Ensure volunteer supervision is adequate, and that volunteers conduct themselves appropriately.
· Co-ordination, scheduling of volunteer activities and tracking of volunteer attendance and maintenance of attendance records.
Donations-in-kind Management
Attending to donations-in-kind enquiries and management. Not including cash donations (i.e. cash, cheques, money orders, vouchers, etc) that must be handled by Finance Department.
· Attending to Donations-in-kind enquiries and offers.
· Prompt screening and response of donations-in-kind offers for suitability and need.
· Overseeing donations-in-kind receipt and acknowledgement, as well as distribution to the relevant beneficiaries.
· Sending of thank you acknowledgement to the in-kind donor and preparation of any documentation required for the in-kind donor.
· Maintenance of Donation-in-Kind database and file.
· Liaise with Finance / Admin Department when needed.
Other Duties
All other duties as assigned by the Manager – Operations and/or Executive Director.
