The Operations and Administration Manager will be reporting directly to the General Manager. This position shall be accountable for day-to-day operations and administration of the Society of St. Vincent de Paul (National Council of Singapore), as well as for the various programs under SSVP Ltd; ensuring effective management of resources, processes, and systems to support the mission and programs.

Job Description

1.      Administrative Management

• Manage and maintain administrative systems, processes, and policies to achieve efficiency and productivity.

2.      Office Management

• Oversee assets management, including office and warehouse facilities operations, coordinating renovation and construction projects.  Ensuring safe, secure, and efficient environments across all SSVP-owned and leased properties and all legal entities.
• Manage procurement in compliance with related policies and local legal regulations.

3.      SSVP Ltd Programs

• Assist the General Manager and the respective committees in overseeing all programs under SSVP Ltd.
• Work closely with the various stakeholders in the planning, budgeting, and execution of assigned tasks to achieve successful completion of each program.
• Manage the procurement, tender evaluations, quotations, and contract administration relating to each program. Liaise with appointed suppliers on deliveries, and follow-up on any actions required.
• Manage the full cycle of each program from start to end, including volunteers’ management.

4.      Project Co-ordination

• Oversee new and/or adhoc projects and track progress towards project objectives.
• Provide support to committees and working groups on annual/special/adhoc projects/events.

5.      Compliance and Risk Management

• Ensure compliance with regulatory requirements, data protection, and risk management in line with internal and external regulatory policies.

6.      Support to National Council and SSVP Ltd

• Support the National Council (NC) and SSVP Ltd, and their various Executive Committees on where support is required.

Qualifications and Experience

• At least 3-years of experience in operations and administration management or a related field.
• Proven leadership and management skills.
• Excellent organizational, communication and problem-solving skills.
• Ability to work independently and as part of a team.
• Able to multi-task and work with multiple stakeholders.
• Strong attention to detail and analytical skills
• Familiarity with non-profit operations and volunteer management (desirable).
• Proficient in computing skills; Microsoft Word, Excel, Powerpoint, etc.
• Ability to work on weekday evenings and on weekends (with appropriate compensatory time/day-off).