Executive (Administration and Volunteer

**Job Scope
**General Administration (5%)**
- HR Admin Tasks (Job Posts, Collecting Paperwork, Filing, Coordination)
- IT Support (Renewing and setting up licenses and accounts, laptop procurement, etc).
- Office Facilities (Tenancy matters, room bookings, process invoices)
- Documentation and Filing of BP documents (Programme, Fundraising, Finance, Volunteer, etc).
- Risk Management: Ensure organizational assets are tracked and necessary precautionary measures are taken to minimize risk of damage or theft.
- Coordinate receipt and distribution of in-kind donations from/to volunteers and beneficiaries.
- Monitor and update Operational Calendar.
- Other administrative duties such as creating form templates for tracking and collecting information and database management.
- **Secretariat Support**:

- Secretariat support for admin matters (obtaining signatures from Board Members, etc)

**Finance Administration (40%)**
- External and Internal Audit Support: Collate and submit the requested supporting information while ensuring recommendations are executed in a timely fashion.
- Support Finance Committee with **Monthly **Finance Closing, Reconciling & Reporting:

- Financial Statements (I&E, etc),
- Bank Balances
- Designated Fund Report
- Expenditure Report
- Bank Statement Reconciliation
- Prepare and update Program Budgets
- Work with staff member to tally up all incoming donation receipts.
- Support Finance Committee with **Annual**:

- Closing of Books and Reports
- Budget Preparation: Provide financial info and supporting documents
- Financial Assistance Disbursements: Process and Prepare claim payments. Create tracking instruments for monitoring payments and beneficiary’s cases.
- Process Bi-weekly Payments and Claims submitted from staff and volunteer teams (Payment vouchers, etc).
- Data Entry: of all incoming and outgoing transactions into accounting software, for generating monthly financial reports.
- Prepare financial tracking reports for grants received and highlight the need for an external audit process (when necessary).
- Attend to bank errands and follow up.

**Volunteer Administration, Engagement and Planning (55%)**
- **Relationship Manager**:

- Main point of contact for feedback from all volunteers over various platforms, for all programs.
- Building long-term strategic relationships with volunteers.
- Formulate & Disseminate pertinent and timely information to volunteers
- One-to-One Communication: Attend to individual inquiries and compile/escalate feedback for further action.
- Execute and monitor the Volunteer Management Cycle.
- **Volunteer Planning**:

- Quarterly reporting on projected manpower requirements by programs, as well as recruitment, deployment, and retention figures for Management’s assessment.
- Database management to ensure relevant data is periodically updated in a timely fashion.
- Work with Sub-Committee volunteers to conduct stakeholder satisfaction surveys and to support in collection/ organizing volunteer statistics on program evaluation.
- Update and disseminate Program Calendar to volunteers.
- **Volunteer Engagement and Development**:

- Recruit and enrol volunteers to attend the necessary trainings and community events.
- Work with the Strategic Committee and Training Sub-Committee to implement the Volunteer Learning and Development Roadmap and retention strategies (welfare and recognition programmes).
- Activate and organize volunteers to execute activities/events independently by providing support (SOPs, templates, supplier databases, feedback channels, knowledge databases).
- Drive usage of Content Management System to enable volunteers to access expertise and knowledge independently.
- Conduct orientation for volunteersand exit interviews. Compile feedback for reporting.
- Assist in organizing BP-wide events like Stakeholder Meeting, Workplan Session, Christmas Party etc.
- **Volunteer Administration**:

- Assist to prepare volunteer communication messaging and visuals.
- Data entry of volunteer details into the CRM system.
- Screen (interviews, required background checks, etc.) and match volunteers to organizational needs and opportunities.
- Organize logistics for Volunteer Trainings and Orientations.
- Follow up on RSVPs for Training Events and other BP events.
- Create Volunteer Recruitment Presentation slides.
- Finance Administration: for volunteer claims or beneficiary disbursements.
- Collate and file Sub-Committee Meeting Minutes.
- Other administrative duties (prepare for security clearances into Homes).

**Requirements**:

- Minimum Diploma or Degree in Management/ Business / Human Resource / Accounting is preferred
- Pleasant and relatable personality, excellent interpersonal skills, and a keen interest in people engagement and development.
- Self-motivated, proactive, independent, and meticulous with an eye for details
- Excellent project and time management skills
- Excellent written/oral communication skills
- Ability to handle multiple p