Senior/Executive - Administration

Role & Responsibilities

1. Finance and Budget Administration

• Support the preparation, monitoring and tracking of the FSC's annual budget, operating expenditure and programme-related spending.
• Maintain accurate financial records, expenditure trackers and budget utilisation reports.
• Assist with monthly financial reconciliation, claims processing, invoicing, payment documentation and expense submissions in accordance with organisational policies and procedures.
• Monitor budget utilisation and highlight variances or discrepancies to the Head of Centre.
• Support the preparation and submission of financial reports, funding claims, grant utilisation reports and supporting documentation for internal and external reporting requirements.
• Coordinate with MWS Finance and relevant departments on financial matters, clarifications and reporting deadlines.
• Maintain proper documentation and filing systems to facilitate financial audits, internal reviews and compliance checks.
• Assist in reviewing financial workflows and identifying opportunities to improve efficiency and accuracy.

2. Executive and Administrative Support to the Head of Centre

• Provide administrative and executive support to the Head of Centre, including calendar management, appointment scheduling, meeting coordination and deadline tracking.
• Coordinate meetings, prepare agendas, compile relevant documents, record meeting minutes where required and follow up on action items.
• Assist in preparing presentations, reports, correspondence and other management documents.
• Manage incoming requests, coordinate communications with internal and external stakeholders, and facilitate timely follow-up on outstanding matters.
• Organise and maintain records, schedules, correspondence and administrative documentation.
• Support the planning and coordination of staff meetings, management discussions, organisational events and other centre-level activities.
• Monitor key deadlines and provide timely reminders to support effective centre operations.
• Handle confidential information and sensitive matters with professionalism and discretion.

3. FSC Operations and Administrative Coordination

• Provide administrative support for centre-level operations, programmes, meetings and organisational initiatives.
• Coordinate procurement documentation, purchase requests, quotations, inventory records and vendor liaison in accordance with MWS policies and procedures.
• Maintain organised filing systems, records and documentation to support operational continuity and audit readiness.
• Liaise with relevant MWS departments and external stakeholders to facilitate administrative processes and resolve operational matters.
• Support the review and improvement of administrative procedures, templates and workflows to enhance efficiency and service delivery.
• Undertake other duties and projects assigned by the Head of Centre or management, as required.

Qualifications,Competencies & Experience

• Diploma or Degree in Business Administration, Accounting, Finance, Business Management or a related discipline.
• Preferably 2 to 6 years of relevant experience in administration, finance support or office operations.
• Experience in budget monitoring, financial administration, claims processing and procurement coordination would be an advantage.
• Experience providing administrative support to senior management would be an added advantage.
• Proficient in Microsoft Office applications, particularly Excel, Word and PowerPoint.
• Strong organisational, coordination and multitasking skills with attention to detail.
• Good interpersonal, written and verbal communication skills.
• Able to manage multiple priorities independently and meet deadlines.
• Demonstrates professionalism, discretion and sound judgement when handling confidential information.
• Service-oriented, resourceful and adaptable in a dynamic work environment.