Assistant Operational Affairs Manager
Buddhist Compassion Relief Tzu-Chi Foundation (Singapore)
1. Operational and Administrative Management
2. Digital Solutions and System Support
3. Data Analysis and Performance Monitoring
4. Budget, Asset, and Vendor Management
5. Stakeholder Engagement and Communication
6. Reporting and Documentation
7. Ad-hoc Duties
Job Requirements
Education
Experience
Skills and Competencies
Technical & IT Skills
Project & Data Management
Soft Skills
- Supervise and streamline workflows for fund disbursements, procurement, and social service support.
- Liaise with Charity, Finance, and Procurement teams on aid-related matters, including fund applications, invoice processing, and vendor payments.
- Oversee procurement and distribution of medical consumables and nutritional support for charity care recipients.
- Manage stock inventory, logistics, and timely delivery of goods and services; resolve discrepancies as needed.
- Ensure accurate and timely reporting of accruals, procurement activities, and disbursement records.
2. Digital Solutions and System Support
- Lead and coordinate digital initiatives, including enhancements to the Charity Management System (CMS), Charity Portal, and WhatsApp Business communications for volunteers.
- Gather user requirements, plan project timelines, facilitate UAT, and ensure timely rollout of digital tools.
- Provide user training and support, resolve common issues, and liaise with IT vendors for escalated technical matters.
- Maintain and configure basic system workflows (e.g., form routing, notifications).
3. Data Analysis and Performance Monitoring
- Conduct data analysis to support budgeting, performance reviews, and service planning.
- Monitor and report on key metrics for charity services and operational performance.
- Generate actionable insights for leadership and strategic decision-making.
4. Budget, Asset, and Vendor Management
- Assist with budget planning, asset audits, and annual supplier evaluations.
- Manage vendor relationships, ensuring compliance with quality and service standards.
- Negotiate pricing and terms with suppliers to achieve cost-effectiveness and operational value.
5. Stakeholder Engagement and Communication
- Work closely with internal teams, external vendors, volunteers, and care recipients to ensure smooth operations.
- Coordinate with Social Service colleagues on aid administration and case support.
- Maintain clear and positive communication with all stakeholders, including non-English speaking volunteers and clients.
6. Reporting and Documentation
- Prepare monthly accrual and fund disbursement reports.
- Maintain up-to-date documentation on procurement and administrative processes in compliance with internal policies.
7. Ad-hoc Duties
- Undertake any other duties as assigned to support the effective delivery of charity programmes and services.
Job Requirements
Education
- Diploma or Degree in Social Sciences (e.g., Social Work, Social Service, Social Enterprise), Information Technology, Data Analysis, Business Administration, or related discipline.
Experience
- 3-5 years of experience in administrative operations, digital systems implementation, or project coordination, preferably within the non-profit or social service sector.
Skills and Competencies
Technical & IT Skills
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
- Familiarity with digital platforms such as CMS or other business management systems.
- Knowledge of Power BI or other data visualisation tools is an advantage.
Project & Data Management
- Experience in managing digitalisation projects, with skills in project scheduling and user support.
- Strong data handling and reporting skills, with attention to accuracy and compliance.
Soft Skills
- Excellent organisational and multitasking abilities.
- Strong interpersonal and communication skills in both English and Chinese (spoken and written).
- Problem-solving, analytical thinking, and a proactive attitude.
- Ability to work independently and collaboratively in a fast-paced environment.
JOB SUMMARY
Assistant Operational Affairs Manager
Buddhist Compassion Relief Tzu-Chi Foundation (Singapore)
Singapore
10 days ago
N/A
Full-time
Assistant Operational Affairs Manager