Executive (Finance & Operations Support)

Job Scope:
1. Payment and Finance Administration

• Receive payment instructions and supporting documents for programmes.
• Check that required information, supporting documents and approvals are complete before processing.
• Ensure transaction details, including payee, amount, cost centre, funding source and relevant references, are accurately captured.
• Prepare and process payments and other transactions (where required) through the relevant financial and workflow systems.
• Flag incomplete, inconsistent or irregular cases to the supervising officer.

2. Approval Coordination and Follow-up

• Route transactions through the appropriate approval workflows.
• Monitor outstanding approvals and follow up with relevant approving authorities.
• Coordinate clarifications required for payment or operational processing.
• Escalate prolonged, unresolved or exceptional matters to the supervising officer.

3. Payment Execution and Tracking

• Process approved payments in accordance with established financial procedures and timelines.
• Track payment status and update the relevant systems (i.e. Ownself Gather) and records.
• Maintain supporting documents and proof of payment (where applicable) for audit and reporting purposes.
• Ensure transactions are processed only after the required approvals have been obtained.

4. Fund and Operational Tracking

• Maintain accurate receipt of grant and utilisation records.
• Track available balances, committed expenditure and relevant funding limits.
• Prepare periodic utilisation and financial reports.
• Support other tracking and administrative requirements as assigned.

5. Reconciliation

• Perform reconciliation between CDWF reports, financial systems and relevant financial reports.
• Investigate discrepancies, duplicate entries, rejected payments and incomplete transactions.
• Liaise with relevant stakeholders to rectify discrepancies.
• Maintain appropriate supporting documentation and audit trails.
• Support monthly and year-end reconciliation exercises.

6. Audit and Administrative Support

• Prepare information required for operational, financial and management reporting.
• Maintain complete and orderly records for audit and review purposes.
• Support audit queries and retrieval of supporting documentation.
• Assist with data collation, tracking, reporting and other administrative activities.

7. General Operational Support

• Support implementation and administration of programmes, initiatives and operational workstreams.
• Assist with new or revised processes and operational arrangements as requirements evolve.
• Identify and highlight recurring operational or system issues.
• Undertake other related finance, administrative and operational duties as assigned.

The duties above are indicative and may be adjusted according to operational requirements. Officers may be deployed across programmes, initiatives and workstreams and will be expected to undertake other related duties in support of the operational needs.

Requirements

• Experience - At least 1-2 years in payment processing and financial administration.
• Comfortable working with financial systems.
• Proficient in Microsoft Excel.
• Able to manage multiple tasks and priorities accurately and systematically.
• Strong attention to detail and ability to follow established procedures.
• Able to communicate professionally and coordinate with different stakeholders.

Location: Jalan Besar
Duration: 1 year

EA License No.: 96C4864

Reg. No.: R22110485 (Shanice Lim Xin Ni)