Admin & Finance Executive (1 Year Contract) Maternity Cover

About the Singapore Red Cross Academy

The Singapore Red Cross Academy is the training arm of the Singapore Red Cross, dedicated to building community resilience by equipping individuals and organisations with essential humanitarian knowledge and skills. We are the region's go-to institute for humanitarian studies, offering a comprehensive suite of courses in First Aid & Resuscitation, Psychosocial Support, and other humanitarian and caregiving programmes. We strive to empower individuals and communities to help save lives.

Job Purpose

The role ensures accurate revenue reporting, timely follow-up on receivables, and proper processing of trainer payments to support the Academy's financial operations. It also provides general finance and administrative support to maintain smooth processes and compliance with audit and funding requirements.

Job Responsibilities

1. Revenue and Financial Reporting

• Maintain and reconcile monthly collection reports by payment mode and bank accounts.
• Prepare monthly revenue summary schedules and financial reports for management review.
• Validate revenue schedules against bank records and submission reports to ensure accurate posting into the General Ledger (GL).
• Track and monitor payments from learners, clients, and funding agencies, ensuring completeness and accuracy of revenue records.
• Process refunds in accordance with internal guidelines and ensure accurate documentation and posting.
• Support accrual, deferral, and revenue recognition processes during month-end and year-end closing.
• Provide supporting documents and reconciliations for internal and external audits.

2. Debt Management and Receivables Tracking

• Monitor outstanding invoices and follow up with clients or relevant departments to ensure timely collection.
• Identify advance payments and unpaid invoices for adjustments and year-end closing.
• Maintain an updated aging report and highlight potential risk areas for management attention.

3. Trainer Payment Administration

• Verify trainer engagement details, attendance records, and training delivery reports.
• Process trainer payment claims and ensure accuracy and compliance with contract terms and internal policies.
• Liaise with trainers and Finance to resolve discrepancies or payment queries.
• Maintain proper documentation of trainer payments for audit and reporting purposes.

Supporting / Coverage Responsibilities

(To have working knowledge of and perform when covering peers or as required)

4. Financial Operations and Expense Monitoring

• Assist in expense verification, payment processing, and cost tracking for training-related activities.
• Support invoicing and funding claim submissions in compliance with grant and audit requirements.
• Generate simple financial summaries and assist with data reconciliation across systems.

5. Stakeholder and Administrative Support

• Respond to payment or billing-related enquiries from learners, clients, trainers, and internal teams.
• Provide administrative assistance for procurement, billing, and sales reporting activities.
• Support coordination of documentation for audits, funding submissions, and financial reviews.

6. Any other duties

• Work with the team to manage the academy's email enquiries
• Support Sales in generating sales report and prepare sales commission reports
• Perform any other duties or project-related assignments as delegated by the Head of Department.

Job Specifications

Qualifications and Experience

• Preferable at least Diploma or its equivalent in working experience in the related field.
• Relevant working experience. Applicants with finance or accounting experience will have an added advantage.

Additional Skills and Knowledge

• Good interpersonal skills, with the ability to relate well to people at all levels.
• Proficient in MS Excel and comfortable working with large datasets.
• Experience with accounting systems or ERP platforms are preferred.
• Must be organised and able to work with minimum supervision.
• Good interpersonal skills, with the ability to relate well to people at all levels.
• Resourceful, self-driven and has integrity.

Desired Behavior

• Analytic, motivated, timely, and positive personality with good work ethic.
• Maintain confidentiality and data privacy.
• Prepared to work in a fast-paced and physically demanding environment including weekends.
• Organised and able to work with minimum supervision.