Job Summary:
Job Location: 5 Delta Avenue / Braddell House
The Home Ownership Department supports families with children living in HDB rental flats who aspire to own their own homes. Through our flagship KeyStart Programme, we aim to transform the lives of these families by providing financial support and guiding them on their journey toward home ownership. Similarly, the Livelihood Department assists families seeking career advancement and increased employment income. We collaborate with community members to define their ideal job opportunities and support them in acquiring the mindsets, competencies, and skills needed to find, sustain, and excel in these roles, thereby enhancing their livelihoods.
We are seeking a dynamic and forward-thinking Executive / Assistant Manager to play a pivotal role in managing and overseeing the Home Ownership and Livelihood departments. This role requires a blend of strategic oversight and meticulous attention to detail, ensuring the seamless operation and continual improvement of our programmes and services. The ideal candidate will demonstrate strong leadership and management abilities, with a keen desire to grow into a managerial or leadership position within the organization. In this role, you will be responsible for all aspects of departmental management, from strategic planning and programme development to day-to-day operational efficiency. Your focus will be on both macro-level strategy and micro-level execution, constantly seeking ways to enhance processes and optimize resources. This position requires a proactive individual with a passion for our mission, zeal for continuous improvement, and adept at managing complex reporting and compliance requirements for internal and external stakeholders.
Key Responsibilities
1. Programme Development and Optimization:
- Develop, implement, and manage Home Ownership and Livelihood programmes and services based on community needs and organizational objectives
- Create, enforce, and maintain programme policies, procedures, and Standard Operating Procedures (SOPs) to ensure quality, consistency, and compliance with best practices
- Monitor and evaluate programme performance, including tracking outcomes and reporting on key performance indicators
- Identify opportunities for process improvement and implement strategies to enhance programme effectiveness and efficiency
2. Administration & Operations:
- Oversee and implement best practices for efficient and effective operations and management of programmes and services
- Develop and streamline administrative processes to enhance resource utilization and operational efficiency
- Perform specific projects and duties assigned by the Lead, focusing on improving administrative functions and overall programme operations
- Oversee the timely processing of referrals, intakes, and other day-to-day tasks to ensure seamless operations and support.
- Work with community members and programme partners accordingly as part of programme administration and operations
3. Process Improvement and Resource Optimization:
- Evaluate current processes and systems and develop and implement improvements to optimize resource utilization and operational efficiency to best serve community needs
- Enhance data collection and management practices to ensure accurate, timely, and effective reporting and analysis
- Implement strategies to improve operational workflows and data management systems to support programme objectives and organizational goals
4. Partnerships and Stakeholder Management:
- Cultivate and maintain relationships with government agencies, community partners, and strategic stakeholders to foster collaboration and resource sharing
- Engage stakeholders to identify opportunities for collaboration and mutual support, enhancing programme delivery and achieving shared objectives
- Collaborate with community organizations, government agencies, and other stakeholders to build effective partnerships and strengthen programme impact
- Coordinate with internal departments to ensure alignment and integration of programmes and events with organizational goals
5. Fundraising and Donor Relations:
- Support fundraising initiatives by engaging with potential donors, nurturing relationships, and guiding them through the process to secure their commitment
- Develop and maintain relationships with donors, providing them with updates and information to understand the impact of our programme and services
- Assist in organizing fundraising events and activities to secure resources necessary for programme sustainability
6. Reporting, Documentation, and Compliance:
- Prepare and submit regular reports on programme progress, outcomes, and financial status to senior management and stakeholders
- Oversee the maintenance of accurate, complete and updated records and documentation related to programme activities, intakes, and admissions
- Ensure compliance with all grant requirements and service standards, including handling relevant internal and external audits
- Adhere to Internal Standards of Practice for service delivery and ensure all documentation meets regulatory requirements
7. Budget, Financial, and Resource Management:
- Support the Lead in managing programme budgets and resources to optimize service delivery and operational efficiency
- Collaborate with the Finance Department to monitor expenditures, identify variances, and implement corrective actions as needed
- Contribute to funding proposals and grant applications to secure necessary resources for programme sustainability
Job Requirements
Educational Background:
- Diploma or Degree in Business Administration, Social Work, or a related field. Candidates with relevant qualifications and experience will be given priority
Experience:
- At least 3-5 years of experience in programme management, operational oversight, or a related field, ideally within a social service or non-profit organization. Fresh graduates with a strong capacity to learn and a keen interest in this role are encouraged to apply
- Demonstrated experience in strategic planning, programme development, and operational management
Leadership and Management Skills:
- Proven leadership abilities with experience in managing teams and overseeing departmental functions
- Strong desire to develop further into a managerial or leadership role, with a proactive approach to taking on increasing responsibilities
Skills and Competencies:
- Exceptional organizational skills with a keen eye for detail, ensuring high standards in programme delivery and administrative functions
- Ability to balance strategic planning with meticulous execution, enhancing both macro-level strategies and micro-level processes
- Strong analytical skills for evaluating programme performance, identifying improvement opportunities, and implementing effective solutions
- Proficiency in process improvement and resource optimization, with a focus on enhancing operational efficiency and data management
Communication and Interpersonal Skills:
- Excellent written and verbal communication skills, with the ability to engage effectively with internal teams, external stakeholders, and potential donors
- Strong relationship-building skills, with experience in managing partnerships and stakeholder engagements
Fundraising and Donor Relations:
- Experience in supporting fundraising initiatives and managing donor relationships, including securing commitments and organizing related activities
Compliance and Reporting:
- Familiarity with compliance requirements and experience in handling audits, reporting, and maintaining accurate documentation
- Ability to prepare detailed reports on programme progress, financial status, and other relevant metrics
Technical Proficiency:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is essential. Experience with Microsoft Access, SharePoint, and data management systems is advantageous
- Ability to utilize data for reporting and decision-making, with a focus on maintaining effective data collection and management practices
Adaptability and Problem-Solving:
- Demonstrated ability to adapt to changing needs and priorities, with a solution-oriented approach to overcoming challenges and improving processes
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