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Assistant Manager

3 weeks ago

Singapore Singapore Kindness Movement Full time

**About Us**:
The Singapore Kindness Movement (SKM) is a non-profit organisation dedicated to promoting kindness and graciousness in Singapore. We work towards inspiring individuals and organisations to internalise and practice values that promote harmony, respect, and consideration. We are seeking a dynamic and passionate Assistant Manager (Admin and HR) to join our team and play a crucial role in advancing our mission.

The Assistant Manager (Admin and HR) manages various human resources and office administration tasks to ensure the smooth and efficient operation of the office environment in the Singapore Kindness Movement (SKM).

He/She acts as the first point of contact for HR-related queries from employees and external partners. His/her administrative duties include maintaining personnel records, managing HR documents and various aspects of office management.

He/She reports to the Executive Director and provides administrative support to the Executive Director and Deputy Director (Finance) when required.

The Assistant Manager (Admin & HR)’s job description is as follows:
**Office Administration -**
- Handles enquiries to ensure effective communication both internally and externally.
- Organises appointments for the Executive Director when required.
- Organises and coordinates in-house and external meetings.
- Supervises and coordinates overall administrative activities for the Administration team.
- Co-ordinates and manages the procurement and contracts of office equipment and supplies in accordance with company purchasing policies and budgetary restrictions
- Facilitates the day-to-day operations, such as registering access rights for building and office entry.
- Liaises with landlord and contractors in relation to repairs, maintenance, including coordination of fire safety wardens and drills.
- Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
- Supervises storage facilities (internal/external) and general areas in the office.
- Provides other work-related assistance to the Executive Director.

**Compliance -**
- Devises and maintains office systems, including data management and filing
- Coordinates council meetings and AGMs, from preparation work to taking minutes and following-up with the office of the Registry of Societies (ROS), Charities Council (CU)
- Ensures compliance of Statutory Filings with ROS, MCCY, CU and other relevant bodies
- Coordinates and manages insurance and intellectual property requirements
- Coordinates with DPO team on PDPA management
- Assists in Emergency Preparedness & Crisis Management, including updating plans and liaising with MCCY task forces

**Human Resource -**
- Plans, organises and manages office events, such as birthday celebrations, work-in-progress meetings and town hall
- Maintains staff records relating to recruitment, orientation, training and employment (including monitoring and evaluation)
- Assists Deputy Director (Finance) with leave and claims management (via HR system), including attendance coordination (via calendar)
- Facilitates the recruitment process, including job postings on websites and portals
- Participates as needed in special department projects
- Assists in the performance appraisal process

**Key Requirements**:

- Diploma in administration and HR, or a related field.
- 1-2 years of experience in administration and HR.
- Strong understanding of operations in the charity sector is an added advantage.
- Passion for SKM's mission and a commitment to making a positive impact.
- Proficiency in Microsoft programs such as Outlook, Calendar, Excel, Word, and PowerPoint.