Position Reports to Head of Agency

The Administration Executive Assistant plays a key role in ensuring the smooth operations of the centre and assists the Manager or Senior Managers in all matters pertaining to financial, Resource and facilities, stakeholder liaison and reporting and general administration of the agency.

The incumbent is responsible to review, simplify and alleviate the work processes and workloads in the organization and to ensure efficient use of resources.

1. Manage Information and Records -
Collating and organizing of administrative information using current filling system and propose changes whenever relevant

2. Oversees Resources and Facilities.

- Supervise procurement of goods and services, in accordance with policy and regulatory expectations
- Monitor inventory of office supplies, purchasing of materials, and regular review of contracts, with attention to budgetary requirements
- Ensure that the office is stocked with necessary supplies and new materials are purchased in accordance to financial processes within budgetary constraints
- Oversee facilities operation and organizes the necessary maintenance activities and schedules
- Oversee IT resources, support, security and data protection

3. Support Finance Functions

- Preparing financial statements, reports, memos, invoices letters, and other documents
- Filing and retrieving corporate records, documents, and reports

4. Other Duties

Any other duties as assigned by 4PM Board Members that are aligned to 4PM’s purposes

Candidate Requirements

Technical Competencies:

- At least three years of proven experience in administration, finance, procurement, and human resources
- High proficiency in MS Office 365 applications
- Familiarity with HR and Finance software applications
- In-depth understanding of office, facilities and financial management procedures

Core Competencies:

- An analytical mind with problem-solving skills
- A meticulous eye for details and multi-task
- Excellent organizational and multitasking abilities
- A team player with leadership skills
- A dynamic and motivated individual with a keen interest in continuous improvement and work excellence

Preferred achievements / characteristics:

- Diploma in any related discipline; those without a diploma but with relevant experience or skill training training may also apply
- Only shortlisted candidates will be contacted for an interview.

Interested applicants, please email resume and expected salary to [email protected]

Organisation

Persatuan Persuratan Pemuda Pemudi Melayu (4PM)

4PM is a non-profit social service organisation that focuses on uplifting the educational status and investing in the young of the community. We are committed to moulding and shaping the lives of the youth as well as supporting the social and welfare needs of the Malay-Muslim community and the wider society in Singapore.