Admin & HR Executive

Job Summary:

We are looking for a reliable and organised Admin & HR Executive to support the company's day-to-day administrative and human resources functions. The role will involve maintaining supplier invoices, assisting with recruitment and on/offboarding, coordinating HR-related matters, and providing general administrative support to ensure smooth office operations.

This role is open to SG/PR only. As a women's empowerment organisation, we are deeply aware of the caregiving load women carry. If you are looking for a flexible, supportive work environment that recognises individual needs, highlight this in your application - let's have a conversation.

About Us

We are a non-profit organisation dedicated to supporting women and girls in Singapore. Our work centres on two core areas: promoting online safety and challenging traditional gender norms in Singaporean society. Through our research and advocacy, we aim to create safer digital spaces and open up conversations about gender that make room for more possibilities, for individuals, families, and communities.

What your routine work looks like:

Daily (60%):

Administration

• Handle general office administration and day-to-day coordination.
• Manage filing, documentation, and record-keeping of supplier invoices.
• Assist with office supplies, building management and vendor coordination including cleaning and IT vendor, and administrative purchases.
• Coordinate and prioritise Board and CEO meetings, appointments, and internal communications.
• Ensure spending is tagged to the right funds and projects.
• Manage receipts from donors

Human Resources

• Assist in coordinating employee benefits, insurance, and other HR matters.
• Support employee engagement activities and internal HR initiatives.

Periodically (30%):

Human Resources & Administration

• Maintain and update employee records, personal files, and HR documentation.
• Assist with recruitment activities, prepare employment-related documents, letters, and HR correspondence.
• Assist with attendance, leave, and employee records.
• Liaise with external service providers and government or regulatory bodies when required.
• Review and verify all staff expense claims for accuracy and policy compliance
• Manage fixed asset register and asset tagging
• Update various survey related to Office, Employees, working with Finance Director and CEO
• Ensure HR policies and procedures are properly maintained and communicated.

Quarterly /half-yearly:

Grant Management

• Track grants utilisation and ensure smooth application
• Follow up with stakeholders and support and ensure grants utilisation are on track and on time
• Collate and verify KPI data and ensure consistency and completeness of supporting documents
• Manage receipts from donors

Occasional coordination assistance with travel and hospitality

• Travel bookings: Research and book cost-effective flight tickets and transport options for staff or guest speakers, ensuring adherence to the organisation's travel policy.
• Accommodation: Manage hotel reservations and stay arrangements, ensuring proximity to event sites or meeting venues.
• Itinerary management: Prepare clear travel itineraries, including check-in times, transport links, and local contact information.

What We're Looking For

• Attentive and detail oriented. You notice what others miss, you maintain accurate records, and you are proactive in spotting gaps.
• A strong communicator. You write and speak clearly, and can adapt your communication style across audiences (Board members, colleagues, partners, donors etc)
• Independent multitasker. You are organised and able to plan ahead, and you are able to manage your time (and manage upwards) well. You are confident making and owning your decisions with adequate guidance.
• Mature and discreet. You handle confidential information with great discretion and responsibility.

Requirements

• Diploma or degree in Accountancy, Human Resources, Business Administration, or a related field preferred.
• Previous experience in Accounts, HR and/or administration is an advantage.
• Proficient in Microsoft Office