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AWARE’s Secretariat department is looking for an Administrative Assistant who will provide administrative support to the various functions of the Secretariat team.

Position: Administrative Assistant
Department: Secretariat
Commitment: Permanent, part-time (4 days/week)
Salary range: SGD$2,400 – 2,800
Starting date: Immediate

Job Description

To provide administrative support to Secretariat Team for AWARE in the following areas:

HR Function (5% of overall scope)

• Administer HR-related letters, confirmation letters (including confirmation tracking), employment letters and contracts for new hires and renewals.
• Assist with recruitment scheduling where required
• Update staff benefits budget tracking

Finance Function (5% of overall scope)

• Record and bank in incoming cheques and cash
• Perform administrative tasks relating to Accounts and Finance management (e.g. staff reimbursement management)

Fundraising Function (70% of overall scope)

• Assist with administration of donations and memberships
• Update CRM database with donations through import and data entry
• Identify donations on bank statement
• Reconcile monthly donation reports
• Prepare import file for QuickBooks Online
• Issue monthly official receipts
• Submit tax deductible donation records to IRAS annually

Volunteer Management (5% of overall scope)

• Assist in procurement of logistics and setting up of events when needed
• Perform any other tasks that may be assigned in relation to support for the Volunteer Manager

Office Administration (15% of Overall scope)

• Respond to emails received through the general email and redirect to relevant staff if necessary
• Open mailbox and distribute letters received, including the scanning of financial letters/documents/cheques to the Finance Manager and Fundraising Executive wherever relevant
• Arrange for name cards for new staff
• Manage movement of access cards and keys to the centre
• Assist with managing and ensuring safety and cleanliness of the centre
• Liaise with vendors and suppliers
• Perform any other tasks that may be assigned in relation to administrative support for the Secretariat department

Requirements

• Minimum 5 years’ experience as an office administrator, office assistant or relevant role
• Experience in the social service industry is advantageous
• Excellent interpersonal, collaboration and strong organisational skills
• Strong knowledge of Microsoft Office (PowerPoint, Excel, MS Word)
• Able to use initiative and judgment to solve problems independently
• Strong belief in gender equality and the values of AWARE
• Able to meet deadlines in a fast-paced environment while balancing workload and competing priorities
• Able to maintain strict confidentiality of sensitive information

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Please note that due to the large number of applications, only shortlisted applicants will be contacted for an interview. If you have any questions about this position, please email careers@aware.org.sg.