Job Summary
Purpose of job:
The Senior Executive / Assistant Manager (Administration)will oversee and coordinate administrative functions to ensure smooth operations across the organization. This role involves managing office facilities, supporting finance and accounts, ensuring compliance with data protection regulations (PDPA), and contributing to business continuity planning. The incumbent will also provide cross-departmental support in a community service environment, ensuring operational efficiency and compliance with governance standards.
Key Responsibilities
1. Accounts & Finance Support:
- Assist in monitoring departmental budgets, expense tracking, and financial reporting.
- Processing invoices, claims, payments and reimbursements.
- Sourcing quotations, preparing procurement documentation and coordinating approvals.
- Maintain vendor and contractor relationship to ensure cost-effectiveness and service quality.
- Ensure timely submission of financial documentation for audits and compliance.
- Liaison with auditors, vendors and funding agencies.
- Maintain proper documentation and records in compliance with internal control, audit and governance.
- Assist in grant and fund utilisation tracking, ensuring timely submission of required financial documentation.
2. Facilities Management:
- Oversee day-to-day office facilities operations, including maintenance, security and vendor management.
- Oversee office renovation including tender selection process and coordination with contractors/interior designer/QP, HDB, Town Council, SP, Singtel and service providers.
- Ensure a safe, efficient and conducive working environment for staff.
- Manage procurement of office supplies and equipment, ensuring cost-effectiveness and compliance with policies.
- Manage organisational assets, including asset tagging, inventory tracking and lifecycle management.
- Supervise in-house cleaner and ensure workplace hygiene standards.
- Ensure compliance with workplace safety, fire safety and regulatory requirements.
3. Fundraising & Donor Stewardship
- Provide administrative support to the fundraising team.
- Maintain donor records, track donations and prepare stewardship reports.
- Assist in planning and execution of ad hoc fundraising events.
4. Compliance & Risk Management
- Serve as a key administrative support for Personal Data Protection Act (PDPA) compliance.
- Support implementation and monitor compliance with Personal Data Protection Act (PDPA) policy.
- Maintain secure handling, storage, and disposal of sensitive data.
- Work with programme team to ensure appropriate handling, storage, and disposal of personal data.
- Coordinate PDPA-related documentation, staff briefings, consent management and incident reporting processes.
- Conduct staff awareness sessions and ensure adherence to data privacy policies.
- Support the development, implementation, and review of the organization's Business Continuity Plan (BCP).
- Coordinate documentation, drills, and updates related to operational continuity and crisis preparedness.
- Assist management in administrative risk identification, mitigation and tracking.
5. Administrative Systems & Process Improvement
- Review, implement, and improve administrative SOPs and workflows to enhance efficiency and compliance.
- Support digitalisation and system improvements (e.g. finance systems, donor management, document management, asset tracking).
- Assist in organizing staff meetings, bonding events and training sessions.
- Provide administrative support to management, committees, and cross-department projects as required.
Requirements
Qualifications
- Bachelor's degree in Business Administration, Accounting, Management or related field.
- At least 3-5 years of relevant experience in administration, facilities management or compliance.
- Knowledge of PDPA regulations and experience in implementing compliance frameworks.
- Familiarity with financial processes, budget monitoring and internal controls.
- Strong organizational, problem-solving, and communication skills.
- Good stakeholders management skills
- Ability to manage multiple tasks, prioritise deadlines and work independently.
Desired Attributes
- High integrity and strong sense of accountability.
- Detail-oriented with strong analytical skills.
- Process-driven, systematic and compliance-oriented.
- Proactive problem-solver with a hands-on approach.
- Commitment to Filos mission and values.
- Ability to balance operational efficiency with compliance rigor.
Key Competencies
- Leadership & Initiative: Proactive in identifying operational improvements.
- Compliance & Governance: Strong understanding of regulatory requirements.
- Stakeholder Management: Ability to engage and support diverse internal and external stakeholders.
- Adaptability: Comfortable working in dynamic, community-focused settings.
- Analytical Skills: Capable of handling data, budgets, and risk assessments.
Interested candidates, please email your resume with expected salary to [Confidential Information]
Only shortlisted candidates will be notified for interview session.
