FUNCTIONAL

COMPLIANCE

• Assist Executive Director for the following committees: Personal Data Protection Act (PDPA), Emergency Management Taskforce (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.

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, VMS).
• Ensuring all admin services equipment is working and properly maintained.
• Responsible for contracts management of the facilities and maintenance service contracts.
• Collecting, organising, 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 AG 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.

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.

ORGANISATIONAL

• 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.

Average Qualification & Years of Relevant Experience

• 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 analyse 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.