Executive - Compliance and Administration
Title may be adjusted to Assistant Manager for candidates with relevant experience.

Full-Time | Monday to Friday | Hybrid (office + WFH) | Core hours 9:00 AM – 6:00 PM

Role Overview

This role supports governance and regulatory compliance, Board secretariat functions, grant reporting, HR administration, and office operations. The role ensures effective documentation control, tracks regulatory and grant requirements, and helps maintain audit-ready records in accordance with charity governance standards. This position also administers HR and general administrative functions to support the organisation’s daily operations and internal compliance.

Key Responsibilities

1) Compliance & Board Secretariat Support

• Provide secretariat support to the Board and subcommittees, including meeting coordination, preparation of papers and minute-taking.
• Maintain accurate records of Board resolutions, progress of tasks implementation, and compliance documentation.
• Work directly with Audit and Risk Committee Chair to support oversight of internal controls and risk management to ensure organisational integrity and accountability.
• Monitor statutory and regulatory filing deadlines (e.g. ACRA, Commissioner of Charities) and support timely submissions. Support review and updating of organisational policies, SOPs, Constitution and Terms of Reference in line with regulatory requirements.
• Maintain organised and audit-ready governance and compliance documentation.
• Assist in coordinating internal and external audits, compliance reviews and regulatory reporting.
• Track implementation of compliance-related action plans andinternal controls.
• Liaise with internal and external stakeholders on administrative and compliance matters.
• Provide secretariat support to the Executive Director as required.
  

2) Grants Administration

• Track grant reporting timelines, deliverables and utilisation milestones.
• Consolidate supporting documents for grant claims and funderreports.
• Maintain proper filing of grant agreements, reports and compliance documentation.
• Support documentation aligned with Charities Accounting Standard (CAS) requirements in collaboration with the Finance team.
• Assist in tracking salary support grants and restricted funding to ensure proper reporting and audit readiness.
• Support data collation for funder reviews and regulatory submissions.
• (Note: This role does not perform accounting entries or prepare financial statements.)

3) Human Resource Administration

• Support end-to-end onboarding and exit processes, ensuring proper documentation and regulatory compliance.
• Maintain accurate HRMS records, employee files, leave data and training records in compliance with PDPA and internal policies.
• Administer staff benefits, insurance matters and expense claims in accordance with organisational policies and internal controls.
• Assist in payroll preparation, HR reporting to agencies/funders, and documentation of performance appraisals and staff development processes.
• Liaise with outsourced payroll service providers to ensure timely and accurate payroll processing, submission of required documentation and resolution of payroll-related queries.

4) Administration & Document Management

• Maintain organised online and physical filing systems (including SharePoint) with proper document control, archival and version tracking.
• Support procurement documentation, vendor setup and asset/inventory tracking in line with internal policies.
• Liaise with outsourced finance service providers on documentation, payment support and grant-related financial coordination in line with internal controls (does not perform accounting entries or prepare financial statements).  
• Provide general administrative coordination to ensure smooth daily office operations and compliance with documentation standards.
• Provide ad-hoc administrative support as assigned by supervisor.

Requirements:

Diploma or Degree in Business Administration, Human Resource, or related field.

At least 3 years of relevant experience in Compliance, HR & administration, or corporate services (charity sector experience preferred).

Strong organisational and documentation skills with attention to detail.

Familiarity with grant reporting processes and compliance environments is advantageous.

Proficient in Microsoft Office and document management systems (e.g. SharePoint).