Senior Admin Executive

Job Purpose

The incumbent is a team member in Corporate Services and supports the Manager-Finance & Admin. He / She ensures smooth daily operations by supervising and planning efficient administrative procedures, completing administrative duties and developing and improving systems, policies, and procedures. For Compliance, he/she supports Boys Town in regulatory advisory, ensures compliance with ethical standards, laws, and best practices, and assists department heads with implementing and monitoring compliance activities.

• Job Responsibilities

• ADMIN

• Responsible for the day-to-day operations and ensuring smooth operations of the admin department.

Plan and coordinate administrative procedures and systems and devise ways to streamline processes, improving administrative systems, policies, and procedures.

• Oversee and monitor the purchasing and inventory of office supplies with attention to budgetary constraints.

Oversee admin services and maintenance activities ensuring they are carried out smoothly and in a timely manner (e.g., Water dispenser, photocopier, VMS).

• Ensuring all admin services equipment is working and properly maintained.

Responsible for contracts management of the facilities and maintenance service contracts.

• Take calls from the public and provide accurate, satisfactory answers to their queries and concerns.

Provide induction to new employees and inform them about the company's customer management policies.

• Handle all incoming and outgoing mails/cheques /fax etc professionally.

Assist in keying donation cheques into the system.

• Submit admin-related invoices for payment and expense tracking.

Assist in events planning (eg Board meetings, company events etc.)

• Responsible for Document Management System (DMS) to ensure that it is up-to-date and assist department heads in the implementation, training, and coordination of system upgrades.

To participate in performing internal/ external audits.

• To participate in committees and projects.

Any other duties as assigned.

• COMPLIANCE

• Assist the Executive Director for relevant Committees related to Personal Data Protection, Emergency Management, Fire Safety and Risk Management.

Maintain proper documentation and records of the various committees for research, reference and audit purposes.

• Assist in establishing the policies and manuals that are relevant to the respective committees.

Assist in facilitating discussions and meetings of the respective committees.

• Assist to ensure compliance procedures, practices, policies and processes to meet regulatory requirements and manage compliance monitoring.

To identify action plans to address non-compliance issues.

• Support the various departmental heads in meeting statutory requirements suggested/ imposed by the government.

Analyse, monitor, review, and report the organization's performance and operations and propose recommendations in the best interest of the organization.

• Assist in reviewing processes and guidelines in accordance with the Code of Governance.

Continuously identify updates on regulatory requirements and maintain them regularly.

• Regularly review or schedule governance checks and compliance duties assigned by the Executive Director and/or Assistant Director.

Collaborate with stakeholders for risk management, mitigation and remediation measures.

• Liaise with internal and external parties for related audits and facilitate timely remediation of issues.

Keep abreast of the charity landscape and identify opportunities for enhancement of governance processes/ practices.

• Work with key stakeholders in building a strong company-wide governance awareness.

To be the Lead Officer of Safe Management Measures.

• MANAGERIAL

• Report to and provide regular feedback to the Manager, Finance & Admin of Boys Town

To support the Assistant Director of Corporate Services when necessary

• To support the Manager in budget tracking and ensure expenses are within budget

Supervise the Admin team, coach and guide junior staff, interns and temp staff

• Conduct training and do presentations when necessary

Preparation of reports and providing analysis

• Requirements

• Diploma, Advanced/Higher/Graduate Diploma in Business, Accountancy or any relevant discipline

At least 3 years relevant experience VWO/ NPO/ Social service sector preferred.

• Proficient in Microsoft Outlook, Word, Powerpoint, Excel, Office 365

Excellent interpersonal skills with the ability to establish good relationships with various stakeholders

• Detail-oriented and excellent executive functioning skills (i.e. ability to plan ahead and meet goals, display self-control, follow multiple-step directions even when interrupted, and stay focused despite distractions, among others)

Formal communication skills for presentations and report writing

• Excellent documentation and administrative skills

Job Types: Full-time, Permanent, Contract
Contract length: 12 months

Pay: $2,

• 00 - $4,000.00 per month
  
  Benefits:
• Additional leave

Employee assistance programme

• Free parking

Health insurance

• Parental leave

Professional development

• Promotion to permanent employee

Schedule:

• Monday to Friday

Supplemental pay types:

• 13th month salary

* Performance bonus

Education:

• Local Polytechnic Diploma (Required)

Experience:

• admin & compliance: 1 year (Preferred)

Work Location: In person