Job Description

Location Singapore, Central Singapore

Planning Area
TOA PAYOH

Job Type
Full Time

Salary
$2,310 - $3,100 Per Month

Date Posted
2 hours ago

Expiry Date
12-Jul-2022
Additional Details


Job ID
245519

Job Views
1

Roles & Responsibilities Job Scope
General Administration (5%)

• HR Admin Tasks (Job Posts, Collecting Paperwork, Filing, Coordination)
• IT Support (Renewing and setting up licenses and accounts, laptop procurement, etc).

• Office Facilities (Tenancy matters, room bookings, process invoices)

• Documentation and Filing of BP documents (Programme, Fundraising, Finance, Volunteer, etc).
• Risk Management: Ensure organizational assets are tracked and necessary precautionary measures are taken to minimize risk of damage or theft.
• Coordinate receipt and distribution of in-kind donations from/to volunteers and beneficiaries.
• Monitor and update Operational Calendar.
• Other administrative duties such as creating form templates for tracking and collecting information and database management.
• Secretariat Support
• Secretariat support for admin matters (obtaining signatures from Board Members, etc)

Finance Administration (40%)

• External and Internal Audit Support: Collate and submit the requested supporting information while ensuring recommendations are executed in a timely fashion.

• 
  Support Finance Committee with Monthly Finance Closing, Reconciling & Reporting:
• Financial Statements (I&E, etc),
• Bank Balances
• Designated Fund Report
• Expenditure Report
• Bank Statement Reconciliation
• Prepare and update Program Budgets
• Work with staff member to tally up all incoming donation receipts.

• 
  Support Finance Committee with Annual:
• Closing of Books and Reports
• Budget Preparation: Provide financial info and supporting documents

• 
  Financial Assistance Disbursements: Process and Prepare claim payments. Create tracking instruments for monitoring payments and beneficiary’s cases.

• Process Bi-weekly Payments and Claims submitted from staff and volunteer teams (Payment vouchers, etc).
• Data Entry: of all incoming and outgoing transactions into accounting software, for generating monthly financial reports.
• Prepare financial tracking reports for grants received and highlight the need for an external audit process (when necessary).
• Attend to bank errands and follow up.

Volunteer Administration, Engagement and Planning (55%)

• Relationship Manager
• Main point of contact for feedback from all volunteers over various platforms, for all programs.
• Building long-term strategic relationships with volunteers.

• Formulate & Disseminate pertinent and timely information to volunteers

ü Mass Communication: Prepare outreach messages for dissemination to volunteers on various platforms (WhatsApp, Facebook, Email, etc) ü One-to-One Communication: Attend to individual inquiries and compile/escalate feedback for further action.

• Communication Administration: Monitor Email and Whatsapp Groups - inquiry tracking, follow up and redirecting by working with volunteers and following up with external parties etc.
• Execute and monitor the Volunteer Management Cycle.

• 
  Volunteer Planning
• Quarterly reporting on projected manpower requirements by programs, as well as recruitment, deployment, and retention figures for Management’s assessment.
• Database management to ensure relevant data is periodically updated in a timely fashion.

• Work with Sub-Committee volunteers to conduct stakeholder satisfaction surveys and to support in collection/ organizing volunteer statistics on program evaluation.
• Create volunteer program materials (policies and procedures, job description, applications, volunteer agreements, orientation handbooks etc).
• Update and disseminate Program Calendar to volunteers.

• 
  Volunteer Engagement and Development
• Recruit and enrol volunteers to attend the necessary trainings and community events.
• Work with the Strategic Committee and Training Sub-Committee to implement the Volunteer Learning and Development Roadmap and retention strategies (welfare and recognition programmes).
• Activate and organize volunteers to execute activities/events independently by providing support (SOPs, templates, supplier databases, feedback channels, knowledge databases).
• Drive usage of Content Management System to enable volunteers to access expertise and knowledge independently.

• Conduct orientation for volunteersand exit interviews. Compile feedback for reporting.
• Assist in organizing BP-wide events like Stakeholder Meeting, Workplan Session, Christmas Party etc.

• 
  Volunteer Administration
• Assist to prepare volunteer communication messaging and visuals.
• Disseminate and Process applications forms and volunteer agreements.
• Data entry of volunteer details into the CRM system.
• Screen (interviews, required background checks, etc.) and match volunteers to organizational needs and opportunities.
• Organize logistics for Volunteer Trainings and Orientations.
• Follow up on RSVPs for Training Events and other BP events.
• Create Volunteer Recruitment Presentation slides.

• Finance Administration: for volunteer claims or beneficiary disbursements.
• Collate and file Sub-Committee Meeting Minutes.
• Other administrative duties (prepare for security clearances into Homes).

Requirements

• Minimum Diploma or Degree in Management/ Business / Human Resource / Accounting is preferred
• Work every Saturday, 9am to 6pm.
• Entry level candidates and mid-career switchers are welcome to apply
• Pleasant and relatable personality, excellent interpersonal skills, and a keen interest in people engagement and development.
• Self-motivated, proactive, independent, and meticulous with an eye for details
• Excellent project and time management skills
• Excellent written/oral communication skills
• Ability to handle multiple projects and highly organized.
• Required Skill: Proficient in Google Workspace and Microsoft Office (with advanced knowledge in Microsoft Excel)
• Knowledge in CRM/CMS systems and basic Bookkeeping would be advantageous
• Some experience in non-profit community and volunteer programmes would be an advantage.

Additional Information Career Level: Junior Executive Qualification: Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Post Graduate Diploma, Professional Degree Years of Experience: 1-2 years Job Type : Full-Time (Work on Saturdays) Job Specializations: Non-profit, Administration, Volunteer Management
Benefits & Others
Work Life Balance, Flexible Working Hours (4 weekdays and 1 Saturday), On the job training, Flexible Benefit Plan, Insurance, Mobile Phone Allowance, Training Sponsorship, Smart Casual Attire, Office next to Braddell MRT, Open and Inclusive Culture.
Tags
executive administration and volunteer coordination