Job Description

1. Operational and Administrative Management

Supervise and streamline workflows for fund disbursements, procurement, and social service support. Liaise with Charity, Finance, and Procurement teams on aid-related matters, including fund applications, invoice processing, and vendor payments. Oversee procurement and distribution of medical consumables and nutritional support for charity care recipients. Manage stock inventory, logistics, and timely delivery of goods and services; resolve discrepancies as needed. Ensure accurate and timely reporting of accruals, procurement activities, and disbursement records.

2. Digital Solutions and System Support

Lead and coordinate digital initiatives, including enhancements to the Charity Management System (CMS), Charity Portal, and WhatsApp Business communications for volunteers. Gather user requirements, plan project timelines, facilitate UAT, and ensure timely rollout of digital tools. Provide user training and support, resolve common issues, and liaise with IT vendors for escalated technical matters. Maintain and configure basic system workflows (e.g., form routing, notifications).

3. Data Analysis and Performance Monitoring

Conduct data analysis to support budgeting, performance reviews, and service planning. Monitor and report on key metrics for charity services and operational performance. Generate actionable insights for leadership and strategic decision-making.

4. Budget, Asset, and Vendor Management

Assist with budget planning, asset audits, and annual supplier evaluations. Manage vendor relationships, ensuring compliance with quality and service standards. Negotiate pricing and terms with suppliers to achieve cost-effectiveness and operational value.

5. Stakeholder Engagement and Communication

Work closely with internal teams, external vendors, volunteers, and care recipients to ensure smooth operations. Coordinate with Social Service colleagues on aid administration and case support. Maintain clear and positive communication with all stakeholders, including non-English speaking volunteers and clients.

6. Reporting and Documentation

Prepare monthly accrual and fund disbursement reports. Maintain up-to-date documentation on procurement and administrative processes in compliance with internal policies.

7. Ad-hoc Duties

Undertake any other duties as assigned to support the effective delivery of charity programmes and services.

Job Requirements

Education

Diploma or Degree in Social Sciences (e.g., Social Work, Social Service, Social Enterprise), Information Technology, Data Analysis, Business Administration, or related discipline.

Experience

3-5 years of experience in administrative operations, digital systems implementation, or project coordination, preferably within the non-profit or social service sector.

Skills and Competencies

Technical & IT Skills

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams). Familiarity with digital platforms such as CMS or other business management systems. Knowledge of Power BI or other data visualisation tools is an advantage.

Project & Data Management

Experience in managing digitalisation projects, with skills in project scheduling and user support. Strong data handling and reporting skills, with attention to accuracy and compliance.

Soft Skills

Excellent organisational and multitasking abilities. Strong interpersonal and communication skills in both English and Chinese (spoken and written). Problem-solving, analytical thinking, and a proactive attitude. * Ability to work independently and collaboratively in a fast-paced environment.