Job Description

1. To establish, implement standard operating procedures (SOP) and ensure compliance to service quality standard 2. To manage media communications and publicity platforms to provide corporate communi 1. To establish, implement standard operating procedures (SOP) and ensure compliance to service quality standard 2. To manage media communications and publicity platforms to provide corporate communications support 4. To administer writing of proposals and grant 5. To manage Board's Secretarial work and related matters 6. To oversee human resources matters of the Charity 7. To provide administrative and operational support that is assigned by your Executive Director 8. To ensure the quality standard of all programmes and projects in Heartware Network by having quality assurance and quality control 9. To be responsible for the day-to-day operations of the Charity. RESPONSIBILITIES 1. STANDARD OPERATIONS PROCEDURES & QUALITY CONTROL a. Develop and recommend Operating Policy, Procedures and Documentation b. Liaising with other managers and staff to establish Standard Operating System c. Suggest area for improvements in internal processing along with possible solutions d. Ensure processes needed are established, implemented and maintained. e. Review status reports and address issues as appropriate f.Develop and recommend quality assurance & quality control procedures for all projects and project in HWN. g. Ensuring compliance with regulatory and statutory requirements and governing authorities (including IRAS, Charities Unit, ROS etc). 2. PUBLICITY AND COMMUNICATION a. Liaison between Heartware Network and community partners, such as Organisers, External Organisations, Sponsors, Stakeholders, Schools and Institutions, Vendors and Beneficiaries b. Oversee Communications and Publicity platform across social media via Newsletter, Facebook, Youtube, Website, Media Release and other social media c. Implement and expand social media strategy d. Support the Charity's fundraising activities e. Writing releases, articles and statements f.Develop effective internal and external stakeholders relationship g. Actively involved in the Charity's external events h. Lead on copy-writing and production of key publications including Quarterly Newsletter, Annual Report 3. FINANCE AND HUMAN RESOURCE MANAGEMENT a. Provide guidance and assistance on human resource activities including training and development. b. Plan, implement and review structural and systematic organization of human resource activities. c. Conduct bi-annually staff performance appraisal d. Review applications and resume evaluate applicant's skills, make recommendations regarding applicant's qualifications and prepare for interviews. e. Design new employee's orientation and conduct new employee orientation when necessary f.Plan, implement and conduct training for all the staff in HWN g. Oversee and provide yearly budget h. Provide quarterly finance reporting to the board i. Oversee all aspects of finance operations 4. BOARD SECRETARIAL MATTERS a. Arrange and Co-ordinate Board Meetings & AGM b. Prepare Agenda, take minutes and review minutes prior to circulation c. Keep up-to-date contact details of Board Members d. Responsible for completion and lodgement of statutory requirement to the relevant governing bodies 5. GRANT ADMINISTRATION a. Prepare, write and submit grant application or sponsorship proposal b. Comply and ensure the acquired funds are being used for designated purpose c. Gather information necessary to report on grant programs and reporting 6. OFFICE OPERATION AND ADMINISTRATION a. Plan and implement procurement system b. Maintain the office operation between the corporate and programme teams c. Plan and implement system such as the logistic and document system in the office 7. IT & YOUTHBANK PORTAL a. Supervise the operation of IT system in HWN. b. Supervise the team to ensure the operation and implementation of the Youthbank. c. Liaise with the external vendors to discuss about the quotation, contract and etc. d. Maintain the standard of the IT system and Youthbank Portal of HWN PROFESSIONAL QUALITIES LEADERSHIP 1. Challenges others to develop as leaders while serving as role model and mentor 2. Inspires co-workers to attain goals and pursue excellence 3. Identifies opportunities for improvement and makes suggestions for change 4. Manages the process of innovative change effectively 5. Remains on the forefront of the youth sector's practices and Governance. TEAMWORK 1. Consistently acknowledges and appreciates each team member's contributions 2. Effectively engages each team members to his/her fullest potential 3. Motivates team to work together in the most efficient manner 4. Keeps track of lessons learnt and share with team members 5. Mitigates team conflicts and communication problems 6. Plans and facilitates regular team activities outside of office ATTITUDE, KNOWLEDGE & SKILLS REQUIREMENTS 1. Recognised degree in the field of human services, non-profit sector management, public administration or equivalent. 2. Keen interest in the non-profit sector and youth development. 3. Minimum 6 to 8 years of experience in a similar position. 4. Ability to provide a work environment that engenders positive energy, creativity and teamwork among employees. 5. Outstanding leadership skills with ability to lead a team and give directions to employees. 6. Ability to supervise and evaluate employees and their work performance, establish rules and procedures and create efficient work schedules. 7. Excellent organisation and time management skills with ability to stick to targets and meet stringent deadlines. 8. Possess a high sense of commitment to work with willingness to put in extra time and effort. 9. Analytical and problem-solving skills in order to trouble-shoot and solve problems quickly and efficiently including attending to clients' dissatisfaction and employee problems. 10. Excellent verbal and written communication skills. 11. Ability to work closely with the board of directors as an effective business partner and come up with strategies to grow the Charity's business.