Senior Admin Executive, Admin

Roles & Responsibilities

The candidate will support the Manager - Finance, Admin & Compliance in ensuring daily operations run smoothly with the following scope:

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 inventory of office supplies and the purchasing of supplies with attention to budgetary constraints.
• Oversee admin services, maintenance activities and ensure services and activities are carried out smoothly in a timely manner (e.g., Water dispenser, photocopier, Visitor Management System).
• Ensuring all admin services equipment is working and properly maintained.
• Responsible for contracts management of the facilities and maintenance service contracts.
• Collecting, organizing, and storing information using computers and filing systems.
• Ensure the smooth and adequate flow of information within Boys' Town to facilitate other departments' operations.
• 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 cheque to the system.
• Submit admin related invoices in the system and expenses tracking.
• Assist in events planning (eg Board meeting, company events etc)
• Responsible for Document Management System (DMS) to ensure that it is up-to-date and assist in department heads in implementation, training, coordination system upgrades.
• To participate in performing internal/ external audits.
• To participate in committees and projects.
• Any other duties as assigned.

COMPLIANCE

• Assist Executive Director for the following committees: Personal Data Protection Act (PDPA), Emergency Management Team (EMT), Fire Safety, Risk Management Task Force (RMTF) and other relevant committees
• 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: PDPA, EMT, Fire Safety, RMTF and other relevant committees.
• Assist in facilitating the needed discussions and meetings on the various taskforce/ committees.
• Assist to ensure compliance procedures for business practices, policies and processes to meet regulatory requirements and manage compliance monitoring, and identification of action plans to address non-compliance issues.
• Support the various departmental heads in meeting relevant statutory requirements suggested/ imposed by the government.
• Analyse, monitor, review, and report the organisation's performance and operations and propose recommendations to the best interest of the organsiation.
• Assist in reviewing processes and guidelines in relations in accordance with the Code of Governance.
• Continuously identify updates on regulatory requirements and maintain it regularly.
• Regular review or scheduled governance check and compliance duties assigned by the Executive Director and/ 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.

MANAGERIAL

• Report to and provide regular feedback to the Manager, Finance & Admin of Boys' Town
• To support Assistant Director of Corporate when necessary
• To support the Manager in budget tracking and ensure expenses is 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 provide analysis.

ORGANIZATIONAL

• You will also participate actively in the fund-raising events as well as any other commitments that Boys' Town undertakes.
• You will collaborate with the other staff of Boys' Town and the other components of Boys' Town in matters pertaining to corporate governance and projects assigned.
• You report directly to the Manager – Finance & Admin, and you are answerable to the Executive Director of Boys' Town and/or his representative. You may however need to report to different supervising officers for the various duties you may have to cover.
• Other than the above, the Directors and/or Executive Director may assign you any other duties that are within reason for the benefit of the clients and/or Boys' Town.

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.
• Good time management
• Excellent interpersonal skills, with the ability to establish good relationships with various stakeholders
• Ability to analyze data and provide analysis
• Detailed oriented and excellent executive functioning skill (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.)
• Patience, tolerance and flexibility
• Formal communication skills for presentations and report writing
• Excellent documentation and administrative skills
• Resilience
• Proficient in Microsoft Outlook, Word, Powerpoint, Excel, Office 365

Tell employers what skills you have

Outlook
Document Management
Report Writing
External Audit
Risk Assessment
Interpersonal Skills
Purchasing
Administration
Internal Controls
Accounting
Compliance
Attention to Detail
Time Management
Internal Audit
Regulatory Requirements
Audit

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