Reports to: Executive Director of K9Assistance (Limited)
Employment Type: Full-time 1-Year Contract


Job Summary: The Administration Associate is responsible for performing a range of administrative and clerical tasks to ensure the efficient operation of the office. This role involves handling correspondence, managing files, data entry, and providing support to various departments.


Key Responsibilities:
1. Provide administrative support to the Chairman and Executive Director to ensure the smooth operations of K9Assistance, including assist in scheduling appointments, meetings, and maintaining calendars
2. Document Management : Organise, file, and maintain physical and electronic records; ensure documentation is up to date
3. Data Entry : Input data into databases and spreadsheets, ensuring accuracy and confidentiality, including
• Procuring Directors signatures for the filing of Board and Members minutes
• HR administration tasks•preparingmonthlystaff claimsincluding accurate record keeping\
• Preparing donor receipts
• Preparing figures for grant claims
4. Responsible for all submissions to government to keep K9Assistance in good standing as aregistered Charity and develop K9Assistance into a Institute of Public Character
5. Inventory Management : Monitor office supplies and reorder materials as necessary
6. Assist in coordination of K9Assistance’s projects, including outreach and fundraising events


Qualifications:
• Education: O’ levels or equivalent; additional qualifications in administration or a related field are a plus
• Experience: Previous experience in an administrative role is preferred


Skills:
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Strongorganizational and multitasking abilities
• Excellent written and verbal communication skills
• Finance / accountancy knowledge and experience
• Ability to work independently, attention to detail and problem-solving skills


Working Hours:
Standard hours will be 9am-6pm, Monday to Friday and travel to meetings with stakeholders from time to time


Additionally, this role supports K9Assistance’s work as a charity and as such there will be occasional evening or weekend events to attend. When a K9Assistance member of staff works outside ofstandard office hours, time-in-lieu (TIL) will be required to be taken within the following two weeks of the time incurred


Office Location: Far East Shopping Centre, 545 Orchard Road, Singapore 238882