1. Operational and Administrative Management
- Supervise and streamline workflows for fund disbursements, procurement, and social service support.
- Liaise with Charity, Finance, and Procurement teams on aid-related matters, including fund applications, invoice processing, and vendor payments.
- Oversee procurement and distribution of medical consumables and nutritional support for charity care recipients.
- Manage stock inventory, logistics, and timely delivery of goods and services; resolve discrepancies as needed.
- Ensure accurate and timely reporting of accruals, procurement activities, and disbursement records.
2. Digital Solutions and System Support
- Lead and coordinate digital initiatives, including enhancements to the Charity Management System (CMS), Charity Portal, and WhatsApp Business communications for volunteers.
- Gather user requirements, plan project timelines, facilitate UAT, and ensure timely rollout of digital tools.
- Provide user training and support, resolve common issues, and liaise with IT vendors for escalated technical matters.
- Maintain and configure basic system workflows (e.g., form routing, notifications).
3. Data Analysis and Performance Monitoring
- Conduct data analysis to support budgeting, performance reviews, and service planning.
- Monitor and report on key metrics for charity services and operational performance.
- Generate actionable insights for leadership and strategic decision-making.
4. Budget, Asset, and Vendor Management
- Assist with budget planning, asset audits, and annual supplier evaluations.
- Manage vendor relationships, ensuring compliance with quality and service standards.
- Negotiate pricing and terms with suppliers to achieve cost-effectiveness and operational value.
5. Stakeholder Engagement and Communication
- Work closely with internal teams, external vendors, volunteers, and care recipients to ensure smooth operations.
- Coordinate with Social Service colleagues on aid administration and case support.
- Maintain clear and positive communication with all stakeholders, including non-English speaking volunteers and clients.
6. Reporting and Documentation
- Prepare monthly accrual and fund disbursement reports.
- Maintain up-to-date documentation on procurement and administrative processes in compliance with internal policies.
7. Ad-hoc Duties
- Undertake any other duties as assigned to support the effective delivery of charity programmes and services.
Job Requirements
Education
- Diploma or Degree in Social Sciences (e.g., Social Work, Social Service, Social Enterprise), Information Technology, Data Analysis, Business Administration, or related discipline.
Experience
- 3–5 years of experience in administrative operations, digital systems implementation, or project coordination, preferably within the non-profit or social service sector.
Skills and Competencies
Technical & IT Skills
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
- Familiarity with digital platforms such as CMS or other business management systems.
- Knowledge of Power BI or other data visualisation tools is an advantage.
Project & Data Management
- Experience in managing digitalisation projects, with skills in project scheduling and user support.
- Strong data handling and reporting skills, with attention to accuracy and compliance.
Soft Skills
- Excellent organisational and multitasking abilities.
- Strong interpersonal and communication skills in both English and Chinese (spoken and written).
- Problem-solving, analytical thinking, and a proactive attitude.
- Ability to work independently and collaboratively in a fast-paced environment.