Admin Assistant / Officer

Purpose of job: Provide procurement related matters and administration operation of Activity Hub

A. Direct Work

Administrative / Operations / Facilities Management

1)Assist in procurement processes, including reviewing quotations, evaluating vendors (eg. pricing, contract terms) and ensuring adherence to procurement policies.

2)Drive cost savings and promote cost-effective purchasing decisions.

3)Process purchase requisitions and maintain accurate vendors records

4)Prepare and verify purchase orders, invoices and delivery orders

5)Coordinate with suppliers to ensure timely delivery and compliance with agreed schedules.

6)Manage and document general enquiries and feedback

7)Receive, record and bank cash or cheque and submit monthly memos / transmitters to Headquarters (eg. program fees, donations). Ensure receipts are mailed to payees and copies filed with Headquarters.

8)Prepare and maintain records of all cash advances (programmes, Residents Earning Scheme & Sheltered Workshop) and submit the monthly account statement memo to Headquarters.

9)Maintain proper petty cash records and prepare the monthly petty cash reimbursement summary for Headquarters submission.

10)Maintain accurate records of all invoices issued by the center and submit required copies (eg. green copy) to Headquarters.

11)Track all gifts and donations received by the center and submit the Gift Receipt forms (pink copy) to Headquarters.

12)Manage staff on-boarding and off-boarding related duties

13)Work with HR to ensure resigning staff return all SAMH property and complete the clearance form. A copy of the endorsed clearance form is to be submitted to Headquarters for filing.

14)Ensure adequate stock, invoices, petty cash vouchers, gift receipts, receipt booklets and other administrative forms.

15)Report directly to the Programme Head on all administrative, operational and direct work matters, and secondarily to Headquarters for Finance, Admin and IT-related issues.

16)Ensure staff comply with all SAMH regulations, policies and SOPs.

17)Maintain proper filing systems for office records and administrative documents.

18)Provide administrative support such as drafting correspondence, photocopying and related service.

19)Oversee the maintenance and general upkeep of the Activity Hub, including cleanliness, lighting replacements, pest control, washroom supplies, cleaning equipment, plumbing issues and annual electrical installation license renewal.

20)Arrange room bookings and refreshments for meetings when required.

21)Assist in preparing meeting minutes, reports, presentations, and other documents.

B. Other Duties:

1)Support and assist in all programmes (eg. Community Education, Corporate Communication and all programmes your center is handling). To work on ad hoc project & community outreach programmes and events (eg. Anniversary Celebration, Flag Day and World Mental Health Day).

2)Conduct in-house sharing or presentations on SOP or courses attended.

3)Perform other duties as assigned by Reporting Officer, Center Head and the SAMH Management Team. The role may require work outside of regular hours when necessary.