Programme Executive (Part-Time, Contract)

COMPANY DESCRIPTION The Salvation Army has been touching lives in Singapore since 1935 and we remain committed in serving the underprivileged in the community without discrimination. To us, every life is precious and we actively help those in need regardless of age, race or religion. Throughout the years, we have established a comprehensive network of social services to meet a wide range of needs in our community. Our diverse programmes reach out to children who need care and protection, families in material need, ailing aged requiring quality nursing care and other needy segments in our society. Our spiritual ministry also reaches out to the people in the community to provide counsel to those in need. We are there to help guide those in need towards finding their identity and purpose in life. RESPONSIBILITIES DUTIES & RESPONSIBILITIES Programme • Be involved in the planning, implementation, monitoring and evaluation of all projects of the Sojourn Programme, with special focus on the provision of services at Sojourn Care Centres (both Flanders Square and Soon Lee Road) or , especially in the area of Preventive Services (Stay Strong Programme). Some of these programmes/projects can also be at migrant worker dormitories, recreation centres and other event locations. • Assist the Programme Manager in planning whenever necessary or when appointed. Planning includes working with other team members, assessing the complexity of beneficiary needs, determining the scope of services or programmes to be provided, and defining the programme outcomes and methods to achieve them. • Assist the Programme Manager in programme implementation and execution which includes the care, engagement and development of migrant worker beneficiaries and their families at the Centre, dormitories and other locations. • Assist the Programme Manager to establish and review evaluation processes, evaluation criteria and methods for programmes, including best practice and standards benchmarking, and identification and address of strengths and weaknesses, opportunities, gaps and areas of improvement. • Conduct programme evaluation and maintain proper documentation of programme specifics, activity schedules, surveys and feedbacks for various programmes/projects. Programme evaluation includes defining and refining of outcome measurements and data collection processes; ensuring that they are satisfactorily performed and executed; and collating of the information for the team's analysis, review and research purposes • Highlight to management any service shortfalls and collectively implement improvements to programmes/projects • Assist and support Programme Manager (Sojourn) to plan, coordinate and execute the Stay Strong Programme towards all migrant workers and other similar workshop efforts. • Contact and engage migrant workers, trainers, facilitators, volunteers and other stakeholders regarding registration, attendance, evaluation and surveys. • Ensure cultural and social sensitivities of beneficiaries and various stakeholders are considered in programme development, implementation and evaluation. • Ensure that good Workplace Safety and Health (WSH) practices are highlighted and implemented in our programmes whenever possible. Administrative Duties • Support the Programme Manager (Sojourn) in administrating the Administration, Human Resources, Volunteer Resources and Finance (Claims) services. • Ensure that programme and project-related administrative and operational activities meet and integrate with organizational requirements for quality management, health and safety, legal stipulations and general duty of care, in accordance with The Salvation Army's Mission and Philosophy and government guidelines and policies. • Provide administration and coordination support to the Programme Manager in all vendor, HR, volunteer and interns related functions with regards to Sojourn programmes/projects, and other administrative functions as and when required and assigned. • Be part of team that ensure the maintenance of an efficient and updated database and filing record system, which complies with PDPA and TSA policies, for • Employee's / Staff File - including annual leave, medical leave & claim records • Standard Operating Procedures (SOP) and Guidelines of The Sojourn Programme • Clients' Registrations, their Benefits/Resource Utilization and Indemnities • Volunteers' related records necessary for compliance and reporting • Documents related to the Programme's operations and collaborations with different stakeholders • Other administrative functions that may arise. 5. Uphold PDPA and other established policies by respecting the rights of migrant worker beneficiaries, volunteers, partners, staff and organization to privacy and confidentiality and be responsible in the use of all information given and received. 6. Establish good communication processes to keep staff/volunteers/beneficiaries informed of events/developments and obtain feedback. 7. Be responsible for liaising with relevant internal departments to facilitate administrative and financial processes related to the efficient functioning of the Centre and the Programme. 8. Prepare and submit statistics for reports in a timely manner to the Admin Executive, the Programme Manager (Sojourn), the Centre Manager (MWMG), HQ and relevant authorities. 9. Conduct/Join administrative meetings and be a representative in other external meetings/functions as and when required. Cost Management • Assist the Programme Manager to prepare and monitor the budget and internal control processes for Sojourn programmes, including fiscal activities, approval of purchases, requisitions, invoicing, receipts, payments, and banking as well as manage and monitor the coordination of IT matters according to policy and procedural guidelines. • Adhere and ensure that proper processes and documentation are in place to track claims and donations in cash or kind. Make sure all programme donations, claims, fees and allowances are in order. • Assist the Programme Manager and/or Centre Manager to conduct quarterly review of budget status, and prepare timely reports for the Programme Manager and/or the Centre Manager. • Perform other duties as and when required that are consistent with the position or that are deemed appropriate by the Management for the effective and efficient running of the Centre and the Programme. Volunteer/Partner/Stakeholder Activities • Attend to enquiries of potential individual, group/organizational volunteers, partners and stakeholders • Assist in recruiting, orientating, training, supervising and liaising with volunteers, partners and stakeholders supporting TSA Sojourn programmes. • Assist in recognizing involvement of volunteers, partners and stakeholders on a regular basis e.g. cards/teas/appreciation events, etc. • Contribute to ensuring volunteer, partner and stakeholder programmes are aligned with the different needs of the beneficiaries, and maintaining the interest of volunteers, partners and stakeholders. Other • Participate in staff meetings as and when required. • Build and maintain good interpersonal relationships with staff, volunteers, beneficiaries, vendors and the community. Promote team work by facilitating co-operation and effective communication among the staff, volunteers, vendors and beneficiaries. • Undertake any other duties as and when required and as consistent with the position. • Identify, participate and receive relevant trainings to excel in job functions. QUALIFICATIONS • Diploma in any discipline • Flexibility in working hours to respond to demands of programmes and service an advantage. • Strong organisational and multi-tasking skills. • Ability to work independently and as member of a team. • Excellent communication and interpersonal skills • Proficiency in MS Office, particularly in Excel • Salary will commensurate with relevant experience in Centre/ Programme Administration OTHER INFORMATION ACCOUNTABILITY Reporting to: Centre Manager (Migrant Workers Ministry Group) Reporting to: Programme Manager (Sojourn) As a member of the Sojourn Programme you are expected to work closely with the Programme Manager (Sojourn) and the Centre Manager of the Migrant Workers Ministry Group. You will carry out administrative and programming functions of Sojourn so as to meet its goals, objectives, strategies and action plans. You will also be involved in the planning, implementation, monitoring and evaluation of the Sojourn Programme, and ensure their effectiveness, relevancy and consistency with the mission and vision of The Salvation Army. DUTY HOURS The Sojourn Programme is a 7-days-a-week migrant worker outreach and engagement service with frequent evening activities, hence flexibility in work arrangement is expected. Typical rest days within a week for full-time employees would be on Monday and/or an assigned Saturday/Sunday. Programme Executive, Outreach (Part-Time, Contract) 22 hours/week: Tues-Fri evenings (typically 5:30pm-9:30pm), 1 weekend shift (4 hours), and 2 hours coordination (WFH/office). Flexible schedule as agreed with Manager. Evening, weekend and public holiday work required based on operational needs. Programme Executive, Projects (Part-Time, Contract) 27 hours/week across 3 days (typically Tues, Thurs, and 1 weekend day). Flexible schedule as agreed with Manager. Evening, weekend and public holiday work required based on operational needs. WORKING LOCATIONS The Salvation Army Sojourn 6 Flanders Square, Singapore 209297 and The Salvation Army Sojourn (Soon Lee) 51 Soon Lee Road Singapore 628088 By submitting this job application, I affirm that I have given to The Salvation Army true and complete information on this application. No requested information has been concealed. I agree that The Salvation Army (TSA) may collect, use and disclose your personal data, as provided in this application form, or (if applicable) obtained by TSA as a result of your employment, for the following purposes in accordance with the Personal Data Protection Act 2012 and our data protection policy (available at our website at https://www.salvationarmy.org.sg/data-protection-policy/ ): • a) the processing of this employment application; • b) the administration of the employment with TSA; and • c) sharing of personal information to third party, including but not limited to government agencies, hospitals, vendor(s)/supplier (s), working in collaboration with TSA to support the employment. If you are providing third party's personal data, you hereby declare that you have obtained consent from the named individual(s), for the collection, use and disclosure of his/her personal data by you to TSA, TSA business partners and other third-party service providers. I authorised the organisation to contact references provided for employment reference checks. Please visit our website at https://www.salvationarmy.org.sg/data-protection-policy/ for further details on our data protection policy, including how you may access and correct your personal data or withdraw consent to the collection, use or disclosure of your personal data. If any information I have provided is untrue, or if I have concealed material information, I understand that this will constitute cause for denial of employment or immediate dismissal. Please note that your application will be sent to and reviewed by the direct employer - The Salvation Army Singapore