Administrative

• Administer, track and ensure that proper documentation are present for reimbursement of funds including petty cash.
• Ensure that all office equipment, stationaries and other logistical requirements are purchased timely and are in working condition.
• Purchase office inventory timely to ensure optimal inventory level.
• Maintain a list of fixed assets (including donated items) and conduct an annual fixed assets check.

Data-entry

• Schedule meetings and book suitable meeting venues when necessary.
• Prepare relevant and necessary documents (e.g., notice of meeting, agenda and meeting papers) and equipment for meetings.
• Record and produce minutes of meeting in an accurate and timely manner.
• Update and maintain a register of staff training records.
• Establish and maintain electronic and physical filing systems so that information can be readily retrieved and disseminated.
• Collate and submit information to the Ministry of Social and Family Development (MSF) on the opening and closing of system accounts (ECRM, CANS etc.).
• Process Community Health Assist Scheme (CHAS) card and Medical Fee Exemption Card (MFEC) applications.
• Facilitate submission of claims and purchase requisitions for the department.

Volunteer Management

• Assist to coordinate and execute outreach activities for the recruitment of volunteers
• Assess the suitability of volunteers according to guidelines and requirements.
• Assist to coordinate and execute events for the training and appreciation of volunteers.
• Monitor and update the Reporting Officer on key statistics relating to volunteer management.
• Network with suppliers, partner organizations, contractors and other professionals.
• Participate in quarterly review of the volunteer management system with the Head of BTFS.
• Ensure all documentation (online and physical) related to volunteer management are filed and uploaded timely.
• Manage assigned budget and to keep within means.
• Facilitate and engage volunteers to organise events/programmes for the benefit of the beneficiaries of BTFS.
• Support the pool of volunteers when necessary.

• A minimum qualification of an ITE certificate with at least a Pass in English is required.
• Relevant working experience is preferred.
• Possess good administrative skills for documentation, record keeping and data management.
• Proficient in Microsoft Outlook, Excel, Word, PowerPoint.
• Good interpersonal and communication skills.