The Operations and Administration Manager will be reporting directly to the General Manager. This position shall be accountable for day-to-day operations and administration of the Society of St. Vincent de Paul (National Council of Singapore), as well as for the various programs under SSVP Ltd ensuring effective management of resources, processes, and systems to support the mission and programs.
Job Description
1. Administrative Management
- Manage and maintain administrative systems, processes, and policies to achieve efficiency and productivity.
2. Office Management
- Oversee assets management, including office and warehouse facilities operations, coordinating renovation and construction projects. Ensuring safe, secure, and efficient environments across all SSVP-owned and leased properties and all legal entities.
- Manage procurement in compliance with related policies and local legal regulations.
3. SSVP LtdPrograms
- Assist the General Manager and the respective committees in overseeing all programs under SSVP Ltd.
- Work closely with the various stakeholders in the planning, budgeting, and execution of assigned tasks to achieve successful completion of each program.
- Manage the procurement, tender evaluations, quotations, and contract administration relating to each program. Liaise with appointed suppliers on deliveries, and follow-up on any actions required.
- Manage the full cycle of each program from start to end, including volunteers management.
4. Project Co-ordination
- Oversee new and/or adhoc projects and track progress towards project objectives.
- Provide support to committees and working groups on annual/special/adhoc projects/events.
5. Compliance and Risk Management
- Ensure compliance with regulatory requirements, data protection, and risk management in line with internal and external regulatory policies.
6. Support to National Council and SSVP Ltd
- Support the National Council (NC) and SSVP Ltd, and their various Executive Committees on where support is required.
Qualifications and Experience
- At least 3-years of experience in operations and administration management or a related field.
- Proven leadership and management skills.
- Excellent organizational, communication and problem-solving skills.
- Ability to work independently and as part of a team.
- Able to multi-task and work with multiple stakeholders.
- Strong attention to detail and analytical skills
- Familiarity with non-profit operations and volunteer management (desirable).
- Proficient in computing skills Microsoft Word, Excel, Powerpoint, etc.
- Ability to work on weekday evenings and on weekends (with appropriate compensatory time/day-off).
