Administration & Compliance Manager

About Guide Dogs Singapore Ltd (GDS)

GDS is a leading non-profit social service agency that serves the blind and visually impaired community in Singapore. We are dedicated to enhancing their quality of life and integration into society. Beyond providing highly trained guide dogs, we offer a comprehensive range of rehabilitation services, including training on orientation and mobility skills, daily living skills, and the use of assistive technology.

GDS is an accredited full member of the International Guide Dog Federation.

You can learn more about us at our Facebook Guide Dogs Singapore Ltd and website https://www.guidedogs.org.sg/.
About Guide Dogs Singapore Ltd (GDS)

Role Overview

The Operations and Compliance Manager oversees the organisation's administrative, governance, compliance, HR support, finance coordination, and operational systems.

This is a key management role responsible for ensuring that GDS operates efficiently, and in full compliance with regulatory requirements under the Commissioner of Charities (COC), PDPA, and other statutory obligations.

The Operations and Compliance Manager supervises the Administrative & Accounts Executive and works closely with the General Manager, Board of Directors, corporate secretary, auditors, and external vendors.

Key Responsibilities

1. Governance, Compliance & Risk Management

• Lead and implement compliance with the Personal Data Protection Act (PDPA) and act as the organisation's Data Protection Officer (DPO). Training will be provided.

• Develop, review, and update data protection policies and procedures.

• Ensure compliance with Commissioner of Charities (COC) guidelines and other statutory requirements.

• Review and update HR, finance, procurement, and operational policies to ensure alignment with current regulations and best practices.

• Maintain proper governance documentation and compliance records.

2. Finance Oversight & Audit Management

• Oversee finance operations - monthly closing and bank reconciliations managed by Administrative & Accounts Executive and outsourced accountant.

• Review payment vouchers and financial documentation prior to Director sign-off.

• Ensure proper financial controls and documentation are in place.

Annual Audit Oversight

• Lead and coordinate the organisation's annual external audit process (audit schedules will be prepared by outsourced accountant)

• Ensure timely completion of audited financial statements and regulatory submissions.

• Follow up on audit recommendations and strengthen internal controls where necessary.

3. Board & Corporate Secretarial Matters

• Facilitate Board meetings in coordination with the General Manager and appointed corporate secretary.

• Maintain proper documentation of board decisions and organisational records.

4. HR Oversight & Policy Management

• Review and renew HR policies to ensure compliance with Singapore employment regulations and charity governance standards.

• Oversee HR documentation, leave tracking, insurance, and staff handbook updates.

• Support recruitment and onboarding processes.

5. Systems & Operational Management

• Work closely with IT/system vendors to ensure organisational systems support fundraising, programme, and administrative functions effectively.

• Identify operational gaps and recommend process improvements.

• Ensure proper data management and system security controls.

6. Office & Operational Administration

• Oversee general office administration and facilities matters.

• Supervise inventory management and stock-taking processes.

• Ensure effective vendor management for office services and supplies.

• Provide operational support to ensure smooth day-to-day functioning.

Any reasonable duties requested by General Manager and the Board of Directors.

Qualifications & Requirements

• Diploma or equivalent qualification, preferably in Business Administration, Accounting, or related discipline.

• At least 3 years of relevant administrative experience (experience in a social service or non-profit organisation will be an advantage).

• Meticulous, organised, and able to handle multiple tasks independently.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and comfortable with data entry and records management using an IT system.

• Good interpersonal and communication skills, with a positive and collaborative attitude.

Why Join Us

• Meaningful work supporting persons with vision impairment.

• A dog-friendly work environment.

• A collegial and flexible work environment

• Opportunities for professional growth and learning.

• Attractive basic salary, annual wage supplement and performance bonus

• 17 days of leave in a year, with an additional day for every year of employment up to 24 days.

Only PR or citizens may apply. Interested candidates may apply now or send in your CV and expected salary to vanessa.loh.