[What the role is]
Assist the GCD to oversee all admin, finance and procurement matters including recruitment and capability building of staff and grassroots leaders/volunteers, and ensure good governance for all financial and procurement matters across all grassroots organisations (GROs) are managed efficiently and effectively.
[What you will be working on]
Competency and Capacity Building
- Assist the GCD to plan and oversee the recruitment and training of all staff and grassroots leaders/volunteers including induction, orientation, milestone programmes and other relevant courses/workshops.
- Engage GRAs, GRLs and ground staff to identify opportunities and gaps to build the competencies of staff and GRLs.
- Work with NACLI to plan, conceptualise, review and fine-tune the contents of the training workshops and materials to ensure they are relevant for staff and GRLs.
- Attend the induction, orientation, milestone programmes and training workshops for staff and GRLs so as to observe the delivery, assess the relevance and effectiveness of these capability building initiatives through engaging the staff and GRLs.
- Initiate, plan and conduct surveys and focus group discussions for staff and GRLs so as to understand their needs and competency, to better enhance the capability building initiatives.
- Work with COs and Volunteer Management (VM) Division to track, recruit and retain volunteer pool in the GRC Cluster so as to achieve optimal capacity set by PA HQ for each GRO. These include organising volunteer recruitment drives and volunteer orientation programmes at divisional and/or GRC-level.
- Monitor the representation of GRLs in the respective Division in the GRC Cluster to facilitate a representative and healthy renewal of the grassroots movement.
Governance for Financial & Procurement Matters
- Supervise the CO staff and GRLs to ensure that finance and procurement matters are in compliance with the rules and regulations.
- Provide guidance and training to the CO staff and grassroots volunteers to ensure that the financial and procurement matters of the GROs are in compliance with the rules, procedures and accounting standards.
- Work with Finance and A&P Divisions to organise training workshops for staff and GRLs to be familiar with latest financial requirements and procedures.
- Work with HR, NACLI, Finance and A&P Divisions for new staff and GRLs to be trained within three months of appointment.
- Develop internal checks and controls, SOPs and templates for proper accounting and compliance.
- Conduct regular checks and meetings with CO staff at CO/GRC level for both internal and external audit to avoid/minimise any possible audit observation.
- Supervise and guide staff to ensure smooth operations of the CO and provide up-to-date accounts and reports to management.
- Vet all replies by COs for each audit observation raised by internal/external auditors.
- Regular checks by visiting the COs to ensure timely clearance of quotation and tender documents in the GRC.
- Attend the CO's regular Governance meeting and provide supervision.
- Confirmation of new vendors for payment in ACE.
- Analyse, consolidate and submit GROs financial reports and statements to GCD Office and/or CDD management
- Liaise with Internal and External auditors for audits.
[What we are looking for]
Minimum - At least five years of working experience in a management position
Desired - At least five years of field experience in PA or relevant experience in volunteer management, accounts/ financial auditing
