1. Role
Overview
Location: Singapore
Reports to: Managing Director
Direct reports: None
Functional Authority: Regional Directors for operational compliance regional finance and admin staff for finance operations, admin compliance, and asset management
Contract: Permanent
Start date: 1 July 2026
Role Purpose
You will run the global operating system for HELP Logistics: operational policy design, controls, process discipline, and compliance monitoring across all regions. You are the single point of accountability for operational performance and compliance, with authority to design operational policies (with Managing Director approval), approve operational actions within delegated limits, and enforce corrective action for non-compliance. You enable the Managing Director to focus on strategy and external matters by owning the operational policy framework and handling routine operational approvals and compliance monitoring. You hold functional authority over Regional Directors for operational compliance matters.
Your profile
2. What You'll Do
Operational Policy Ownership
- Design and maintain operational policies for finance, administration, procurement, travel, and project management (with Managing Director approval)
- Ensure operational policies are current, compliant with local requirements, and consistently applied across all regions
- Review and update policies on a regular cycle and in response to audit findings or operational changes
- Coordinate with Global Human Resources Manager to ensure no overlap between operational and HR policy domains
Finance Operations Governance and Internal Controls
- Enforce segregation of duties and four-eyes discipline across all regions
- Ensure access controls are role-based and regularly reviewed
- Prevent self-approval by monitoring approval workflows
- Drive audit readiness: documentation completeness, archiving discipline, and quarterly internal review preparation
- Ensure finance reporting cadence and documentation standards are met
- Monitor cash flow and fund transfers to regional offices
- Oversee bank account administration and ensure banking controls are maintained
- Check P&L reports and follow up on budget variances with Regional Directors
Procurement and Cost Eligibility Discipline
- Ensure procurement follows documented approval, budget coding, and vendor compliance requirements
- Monitor pre-procurement approvals and cost eligibility checks
- Oversee vendor management and contract compliance within delegated thresholds
- Ensure procurement documentation is complete and audit-ready
Fund Request and Payment Discipline
- Own fund request discipline and ensure approval routing follows the Catalogue of Competences
- Approve payments within delegated limits (CHF 2,000-50,000) with Regional Director co-signature
- Ensure documentation completeness for all payment requests
- Monitor payment processing timeliness and flag delays
Administrative Operations
- Oversee office leasing arrangements and coordinate lease renewals across regions
- Manage organizational insurance (liability, property, travel) and ensure coverage is current
- Oversee transport arrangements (contracted taxi companies) and service agreements
- Ensure utilities and office services are managed and compliant
- Own records management and document archiving standards across all offices
- Oversee asset management and inventory control across all regions
Operational Travel Governance
- Ensure travel approvals are completed before travel commences
- Verify security briefings are completed where required
- Ensure travel documentation is attached for audit purposes
- Monitor duty-of-care procedures and travel policy compliance
Operational Project Discipline
- Ensure project management processes are followed: charters documented, linked to platforms, and traceable
- Monitor project reporting hygiene and milestone tracking
- Ensure project documentation is stored and accessible
- Support Regional Directors in maintaining project operational standards
IT Operational Governance
- Ensure IT hardware and software procurement follows policy
- Monitor IT access controls and provisioning timeliness
- Oversee IT asset management and lifecycle compliance
- Coordinate with IT service providers on operational matters
Cross-Regional Compliance Monitoring
- Conduct routine spot checks on operational compliance across regions
- Develop and monitor operational remediation plans where non-compliance is identified
- Report compliance status to Managing Director quarterly
- Ensure compensating controls are designed and documented where segregation of duties is not possible
Decision Rights
You will decide
Approve operational transactions within delegated limits as defined in the Catalogue of Competences, co-signing with Regional Directors. Stop or reject transactions that fail documentation or control requirements. Require corrective action from Regional Directors for operational non-compliance.
You will escalate
Transactions exceeding delegated limits, persistent non-compliance by Regional Directors, policy exceptions, compensating controls requiring approval, and security matters to the Managing Director.
3. What You'll Bring
Required
- Degree in finance, business administration, or related field
- Minimum 6 years of experience in operations, finance, or administration
- Demonstrated experience with internal controls, compliance monitoring, and audit processes
- Experience managing multi-location or multi-country operations
- Strong process orientation and attention to documentation
- Fluent English (written and spoken)
Preferred
- Experience in humanitarian, foundation, or non-profit sector
- Professional certification in finance, audit, or project management (e.g., CPA, ACCA, PMP)
- Experience with Swiss or German compliance frameworks
- Additional language skills
Values alignment: Commitment to HELP's values of collaboration, curiosity, integrity, and resilience.
4. Working Arrangements
This role is based in Singapore. You will support all six HELP offices (Singapore, Germany, Kenya, Jordan, Senegal, and Switzerland) and be expected to travel internationally approximately 4-6 times per year for compliance reviews, operational support, and coordination with Regional Directors.
Remote working arrangements apply per HELP policy.
5. How to Apply
Please submit your CV and a brief cover letter outlining your suitability for the role to the application form below.
Application deadline: 31st Mar 2026
Start date: 1 June 2026
HELP Logistics is committed to building a diverse workforce and encourages applications from all qualified candidates regardless of background.
