Finance and Admin Manager

Job Description

Finance and Admin Manager

Our client is looking for an Operations Manager. This person will be a strategic thought-partner, and report to the Managing Director (MD). The successful candidate will be a hands-on and participative manager and will lead and support the following areas: finance, business planning and budgeting, human resources, administration, and IT.

The Operations Manager will play a critical role in partnering with the Managing Director in decision making and operations as the Organisation continues to enhance its quality programming and build capacity.

Manages and controls office operational systems or procedures to be in line with government regulations and Organisation’s constitution in areas of Finance, Human Resource, and Administration to enable Managing Director to focus on strategic planning and implementation of the Organisation.

Responsibilities

Personal Assistance

• Support the Managing Director to enable him to focus on strategic planning of the Organisation.
• Support the Managing Director in meetings, workshops, conferences, liaising, coordination and representation.
• Assist Managing Director on monitoring the projects follow up and outcome from service providers, project partners and consultants.
• Advise Managing Director if the budget is able to cover the new project suggested by consultants and members.
• Advise Managing Director on how the payment schedule of the various projects hence it will not affect the cash flow of the Organisation
• Assist Managing Director on reviewing the agreements of the projects.

Human Resources, Technology and Administration

• Further develop Organisation’s human resources and administration, enhancing professional development, compensation and benefits, performance evaluation, training and recruiting.
• Ensure that recruiting processes are consistent and streamlined.
• Establish and manage a comprehensive training program to educate employees regarding staff tools, policies and procedures.
• Prepare monthly payroll and keep abreast of changes in CPF and MOM’s regulations.
• Maintain employee personnel files and track annual leave records.
• Oversee Staff’s welfare and benefits.
• Procurement – source for vendors, analyse requirements vs costs, and make recommendations.
• Negotiates with vendors to get the best deal for the organisation.
• Work closely and transparently with all external partners including third-party vendors and consultants.
• Manages IT outsourced vendors, and ensures that the IT needs of Organisation is met and implemented efficiently.
• Oversee administrative functions as well as facilities to ensure efficient and consistent operations as the Organisation scales.

Co-managing with Communications Manager in organising local and overseas conference/workshops, including planning, execution and post-mortem improvement.

• Contribute ideas and suggestions on Organisation's Website Interface and Social Media.
• Contribute ideas and suggestions on how to engage consultants and Organisation procedure of procurement.
• Recommend ideas of the possibility to start a new communication and country projects within the budget.

Financial Management

• Fully responsible on the financial accounting and reporting of the Organisation, including month-end closing cycle, posting of journal entries, bank reconciliation, cash flow management, detailed schedules etc, and preparation of financial reports & statements in accordance to the Financial Reporting Standards of Singapore.
• Keeping abreast on any changes to statutory, tax and other governmental regulation that may affect the Organisation.
• Fully responsible for the Organisation’s Procure to Pay process, which includes invoice management, vendor management and payment processing.
• Providing timely updates to the Managing Director on Organisation’s financial matters, budget and cash flow management.
• Managing and initiating annual billing process of members’ annual subscription, follow-up and escalating to Managing Director on any default or overdue subscription.
• Preparing detailed analysis of Organisation’s financial reports in an accurate and timely manner, providing insight on fluctuations of the monthly and annual financial statements to the Managing Director; collate financial reporting materials for all donor segments, and oversee all financial pertaining to the Organisation’s project/program and grants accounting.
• Develop and prepare annual operational budget in accordance to guidelines and objectives of the Organisation.
• Monitor and perform variance analysis of Budget against actual spending and providing explanation on significant fluctuations to the Managing Director.
• Oversee and lead annual budgeting and planning process in conjunction with the Managing Director; administer and review all financial plans and budgets; monitor progress and changes and keep senior leadership team abreast of the organization’s financial status.
• Coordinate and lead the annual audit process, preparing of audit schedules and finalizing audit report in accordance to Financial Reporting Standard of Singapore.
• Liaise with external auditors; assess any changes necessary.
• Preparing and submitting tax related matters which includes Quarterly GST returns, Annual Corporate Income Tax Return and Estimated Chargeable Income
• Liaise with tax agents to finalize tax returns before submission to IRAS.
• Prepare and monitor Organisation’s operational cash flow and plan for future cash flow needs.
• Implement and monitor internal control processes of the Organisation on contract management, financial processes and reporting management. Ensure that the contract billing and collection schedule are adhere to, financial data and cash flow are sufficient to support operational requirements.
• Full responsibility to implement and update, business policy, accounting practices and improve finance department’s overall policy and procedural manual for the Organisation.
• Recommend and proposed improvement in work procedures and update Organisation’s policy, procedures manual and Employee Handbook.
• Administer and process reimbursements to Organisation’s Employees on travelling, entertainment and employee medical claims, ensuring claims are in accordance to the Organisation’s Policy & Procedures Manual and Employee Handbook, to highlight to the Managing Director in cases of non-compliance.
• Maintain relationships with banks, auditors, tax agents.
• Report and update the annual returns to ACRA.
• Coordinate and guide sister Organisations on the requirements of the Organisation in terms of financial or operational working procedures to be in line with the Organisation’s procedures.
• Liaise and coordinate with sister organisations to gather information on projects/collaboration with the Organisation to build-up annual budget and any joint project spending. Ensuring all shared costs are accounted correctly and accurately in the Organisation’s books.