Job Summary

The Executive Assistant supports the Manager and Head of Department in ensuring the efficiency and smooth operations of Partnerships Department in the administration of fundraising, donor and corporate management, CLF and Anugerah matters and engaging the stakeholders managed by the department.

 He/She supports the creation, implementation and evaluation of partners’ (donors, corporate partners, community partners) engagement and recognition strategies to attract more partners and donors to elevate the image of Yayasan MENDAKI as a professional and credible organization. He/She will also help implement fund-raising initiatives, administrating awards to recognise and reward excellence as well as organizing the Anugerah MENDAKI events.

He/She is also responsible for working in partnership with the Communications Department and programme managers to elevate the image of Yayasan MENDAKI as a professional and credible organisation to encourage individuals and corporate organisations to donate partner with Yayasan MENDAKI and to support our programmes.

 He/She is expected to work from between 8:30 a.m. to 6:00 p.m. on weekdays and may be required to work over weekends and public holidays to support in organisation events. Although he/she is largely expected to work in an indoor environment, he/she is also expected to travel frequently for meetings.

 

Key Responsibility Areas

The jobholder is responsible for the following areas:

Stakeholders Management

1)    Support the Manager and HOD and be part of team that engages stakeholders managed by Partnerships department, eg corporate and community partners, donors, award/bursary/scholarships recipients.

2)    Network with potential and/or existing partners for collaboration on the provision of community resources as well as the delivery of programmes.

 

Fundraising and Award Management

3)    Support to develop and implement strategies to engage and attract individual and corporate donors to support Yayasan MENDAKI’s programmes and Education Trust Fund (ETF) scheme and/or to provide financial assistance in the form of scholarship or bursaries.

4)    Assist team in the management, development and implementation of the Corporate and Donors Management System to better manage the pool of existing donors for continuous support.

5)    Provides administrative support to the ETF Secretariat and fundraising team including:

a)    Monitoring key performance indicators (KPIs) such as fundraising revenue, donor retention, and acquisition costs, for ETF Committee reporting, Impact Reports etc.

b)    Preparing Impact reports on fundraising activities and donor disbursement

c)    Coordinating, planning and preparing data for organisational reporting, for e.g. ETF and Management Committee reporting, Annual Report, Supplementary Info Kit, YM Buzz etc.

6)    Work closely with Awards team in managing donors and sponsors, including organise events to thank donors.

7)    Assist the team to organise the annual Anugerah MENDAKI events to reward and recognise students who had excelled in their studies.

8)    Help manage donors and sponsors, including organise events to thank donors.

9)    Work closely with other units in Partnerships and other departments to encourage donors to volunteer or volunteers to donate with MENDAKI.

 

 Grant Management

1)    Assists in administering the MMCDF grant application process and possible liaising with the MMCDF committee.

2)    Assist in planning and engaging the partners and stakeholders, including the MMCDF committee members.

3)    Assist in providing secretarial support to MMCDF committee.

4)    Works with the other departments in implementing the grant management system.

 

Financial Planning and Management

1)    Help develop and implement the department workplans and achieve the targets set including budget requirements.

2)    Assist in the department’s forecasting and budgeting activities and ensure proper and effective utilisation of department resources including budget.

 

Other Administrative Duties

3)    Support the Manager and HOD in both external and internal meetings.

4)    Manage department’s administrative duties.

5)    Generate reports to support monthly progress updates to management.

6)    Maintain the database of partners, donors and award winners.

Other duties that may be assigned to him by the company.

 

Requirements

·     At least 2 – 3 years of relevant professional experience preferred.

·     Basic understanding of Microsoft Office Professional

·     Good interpersonal skills and ability to manage stakeholders across different levels.

·    Able to engage with partners and stakeholders.

·     Resourceful and able to Multitask.

·     Meticulous and detail oriented.

 

Fresh graduates are welcomed to apply

Job Summary

The job holder focuses on supporting the HOD and manager on programme evaluation and ensures that MENDAKI programmes are evaluated and assessed with rigour.

 

Key responsibility areas

1.    Programme Evaluation & Implementation

a.    Provide training of the programme evaluation (RE-AIM) framework to programme managers.

b.    Mine and synthesize data from multiple sources for programme evaluation.

c.     Evaluate MENDAKI’s programmes and liaise with Programme Managers to track the outcomes of MENDAKI programmes under their purview, identify gaps to refine current programmes and recommend next steps.

d.    Collaborate with RPE data analytics team to deliver comprehensive programme evaluations to programme managers.

 

2.    Stakeholder Engagement (Internal and External)

a.    Lead engagements and strengthen partnerships with key stakeholders such as ministries, national agencies, and Institutes of Higher Learning (IHLs).

b.    Digest and communicate MENDAKI’s research findings and trends to Management and other stakeholders

 

3.    Research, Data and Programme Evaluation Support 

a.    Partner policy-ops team in research, analysis and evaluation requirements.

b.    Manage organisational data profiling, mapping and analysis

 

4.    Others

a.    Any other duties as directed and assigned by the Reporting Officer.

b.    Provide executive support for Management Meeting/ Conferences.

c.     Deliverables of Research & Programme Evaluation work plan.

 

Requirements

·       2 – 3 years of relevant professional experience in Design-Thinking or Impact Evaluation is preferred

·       Degree in Psychology / Behavioral Sciences / Statistics, or any related discipline from a recognised institution

·       Knowledge of research methodologies.

·       Possesses an analytical mind with a strong ability to make sense of large amounts of data and able to think strategically and translate strategies to operational and tangible results.

·       Effective communication and report writing skills.

·       Strong interpersonal and collaborative skills.

·       Strong research experience/track record will be a plus.

·       Proactive, willing to learn and able to work on several projects and tasks concurrently.

·       Ensure compliance to project timeline, milestones, and budget.

·       Resourceful, and able to work independently and effectively with colleagues to achieve team goals.

·       Organised with good communication and interpersonal skills.

Job Summary
The jobholder (2 year contract) supports the organisation in overseeing the management of human resource (HR) in the organisation. The jobholder is responsible for the efficient planning, execution and evaluation of the Learning & Development and Organisational Culture & Engagement functions of HR.

The jobholder is largely expected to work in an office environment from 8.30 am to 6.00 pm on weekdays and may also be required to travel out of the office for meetings. On occasion, the jobholder may need to work outside official hours on weekends to support in the running of events

Key Responsibility Areas

Learning & Development

1. Develop organisational learning and development strategies and plans based on the organisation’s current and future business to improve overall workforce capabilities for current and future roles, and to promote lifelong learning.
2. Recommend and implement innovative and creative learning and development channels and technology to engage learners and increase the effectiveness of learning and development interventions based on the needs of the organisation. 
3. Conduct learning needs analysis to assess staff current capabilities and areas of development to deliver the organisation’s strategy and future plans.
4. Manage the organisation’s annual total training plan and analyse data and gaps gathered from the individual staff learning roadmaps 
5. Equip supervisors and line managers with the skills and tools to mentor, train and provide job coaching.
6. Identify, design, develop, and execute appropriate broad-based learning and development programmes for workforce development based on the needs of the organisation.
7. Engage and work with partners at the national level to identify possible collaborations for staff learning and capacity-building.
8. Oversee and facilitate local and overseas attachment programmes and study trips.
9. Evaluate, recommend, and administer the sponsorship of programmes through the organisation’s training awards to support the talent development of staff.
10. Engage and work with Institutes of Higher Learning and national agencies to identify and administer student and professional attachments to the organisation to build pipeline for talent acquisition.
11. Manage the budget for learning and development and prioritise spending to invest on the strategic capabilities of the organisation.

Organisational Culture & Engagement

1. Plan and design the employee engagement strategy, and measurement tool by recommending employee engagement drivers that have high impact on driving workforce performance.
2. Plan and execute the communication and engagement sessions using appropriate channels/tools for the targeted audience for knowledge-sharing and capacity-building.
3. Develop communication material/information kits for the HR programmes/ activities to convey desired messages clearly and effectively to the targeted audience.
4. Design, conduct and analyse the organisation’s culture through the employee engagement surveys and recommend corrective or improvement actions.
5. Facilitate action planning discussions with stakeholders to identify corrective or improvement actions and resources to implement the action plans.
6. Oversee and facilitate the onboarding process for new staff to ensure the sharing of organisational and functional knowledge to familiarize them with the organisational culture.

Other Duties

1. Identify and submit relevant applications for national organisational awards.
2. Source and obtain national funding or any other available funding for staff development in line with national initiatives.
3. Maintain management guidelines by preparing, updating, and recommending HR learning and development policies.
4. Plan and coordinate meetings as the secretariat for HR Committee meetings.
5. Manage reporting staff to effectively train, evaluate, motivate, delegate and monitor their progress.
6. Any other duties as directed and assigned by the CEO.

Requirements

• Degree in HR, Business Administration or equivalent.
• At least two to three years of experience in HR Learning & Development functions.
• Institute for Human Resource Professionals (IHRP) certification will be an advantage.
• Good knowledge of Singapore employment laws and regulations.
• High level of organisational skills with an ability to work well under pressure. Able to work independently with integrity under minimal supervision and collaboratively within and across teams. 
• Resourceful, independent and meticulous.
• Good interpersonal skills and ability to manage stakeholders across different levels.
• Good analytical skills with positive attitude to take on challenges/responsibilities.

Key Responsibility Areas

Strategic and Partnership Management

1. Work alongside the team to drive the MENDAKI Professional Network (PN) strategies by engaging and developing Malay/Muslim professionals to groom the next generation of community and industry leaders.
2. Connect with government agencies and key partners such as SkillsFuture Singapore and Workforce Singapore for updates on the data and trends pertaining to employment and employability
3. Work hand-in-hand with assigned PN Team Leads and Core Teams and other stakeholders and partners in implementing key Future Ready initiatives.
4. Collaborate with key departments in MENDAKI (such as Communications and Partnerships) to ensure alignment of messaging and workplan targets.
5. Support the department in establishing and maintaining strong relationships with existing and new partners to drive impactful programmes, explore new initiatives, and secure funding to support the PN efforts.

Secretariat role to MENDAKI Professional Networks (PN)

1. To serve as the secretariat to assigned PNs and work closely with the PN Leads, Asst Leads and Core Teams to achieve their targets.
2. Work with assigned PN Core Teams and Communications Team to develop marketing collaterals and strategies to enhance engagement.
3. Maintain and manage the professionals’ database including tracking professionals’ information, engagement history contact information and other relevant data points.
4. Assist in budget forecasting and budgeting activities in relation to the assigned networks, including sourcing of funding for new project ideas.
5. Implement budget plans to manage resource allocations to the assigned networks’ projects and initiatives.
6. Monitor budget outcomes to ensure proper utilization and accounting of resources.
7. To organise regular onboarding briefing for new PN members.
8. To oversee the engagement strategies which include regular communications with PN members via email and LinkedIn.

Programme Management

1. To support FR leadership team in the planning and organisation of the PN events at MENDAKI level and providing timely updates about PN works to Management and stakeholders. 
2. Evaluate the effectiveness of the projects and initiatives carried out by the assigned PNs through the collection and analysis of feedback.
3. Conduct reviews of programmes and recommend areas of improvement or adaptation, in consultation with PN Leads and Core teams, to suit the needs of the professionals in the relevant sectors.
4. Assist in other key Future Ready initiatives for Malay/Muslim professionals such as Hari Raya Networking Lunch, #MakingConnections and other network engagement sessions. 

Others

1. Any other duties as assigned by the FR leadership team and MENDAKI management as a whole.

Requirements

1. Degree in Business Administration/ Project Management or other related degrees.
2. 2-3 years of experience in programme/events delivery and management, and stakeholder engagement and management. 
3. Experience in secretariat and committee roles and volunteer management is useful. 
4. Good understanding of PMETs, growth sectors, and employment and career landscapes. Interest in education and community issues.
5. Strong interpersonal skills and ability to manage stakeholders across different levels.
6. Able to communicate persuasively and possess excellent communication skills (written and verbal).
7. Proactive and motivated as well as a team player.
8. Strong administrative and project management skills, and detail oriented.

1.    Job Summary

Reporting directly to the Deputy Chief Executive Officer (DCE), the job holder provides secretarial and administrative support to the DCE. The job holder serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the DCE. The job holder also serves as a liaison officer to the Malay/Muslim (MM) Political Office Holders (POHs), Yayasan MENDAKI Board of Directors (BoDs), Institutional Members and Individual Members.

 

The job holder is expected to work from 8:30 a.m. to 6:00 p.m. on weekdays. The job holder is largely expected to work in an office environment. On occasion, the job holder may need to work outside official hours on weekends to support in the running of events.

 

1. Key Responsibility Areas

 

Personal Assistant to DCE

 

• Assists the DCE with daily administrative duties that include managing a calendar of appointments, completing expense reports, composing and preparing correspondences, arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Coordinates logistics for meetings with the DCE both internally and externally, including collating meeting papers/presentations from the secretariats.
• Communicates directly and on behalf of the DCE with MM POHs, BoDs, members, donors, partners, staff, and others on matters related to programmatic initiatives as directed.
• Supports the DCE in external commitments related to service on external boards, committees and other groups.
• Devise and maintain DCE office filing system including shared folder.
• Take notes and following up for meetings.
• Serves as the DCE’s administrative liaison to the MM POHs, BoDs, Institutional Members, and Individual Members of Yayasan MENDAKI.

 

Other Administrative Duties

 

• Covers the duties of PA to Deputy CEO and/or CEO (only PA’s duties) in his/her absence.
• Any other duties as directed and assigned by the Deputy CEO and CEO, for example, to support in staff engagement and organizational development effort for the Group that DCE is leading. 

 

1. Requirements

• Minimum 2-3 years of working experience as a Personal Assistant.
• Minimum a Diploma in Business Administration or related disciplines example HR and organizational development.
• Able to work independently and in teams.
• Confident and has a good working attitude.
• Good written and verbal communication skills.
• Good interpersonal skills.
• Excellent organisational and time management skills with the ability to work with various stakeholders in a fast-paced environment.
• Strong IT literacy and ability to work proficiently with Microsoft Word, Excel and PowerPoint.

The jobholder supports the Future Ready department in its efforts to ensure Malay/Muslim youths are resilient and equipped for the future. The role involves planning, executing, and evaluating youth-focused events, programmes, and internal operations, including youth engagement activities and collaborations with student bodies and youth leaders. 

The jobholder is expected to work from 8:30 a.m. to 6:00 p.m. on weekdays and may be required to work on some weekends, weeknights, and public holidays to support organisation events as required.

 

Ket Responsibility Areas

The jobholder is responsible for the following areas:

 

a.   Strategic and Partnership Management

1. Stay updated on youth engagement trends, employment, education, and community issues relevant to Malay/Muslim youths at community, national, and global levels.
2. Connect with government agencies and key partners such as National Youth Council, SkillsFuture Singapore and Workforce Singapore for updates on the data and trends pertaining to employment and employability.
3. Work hand-in-hand with assigned PN secretariats and other stakeholders and partners in implementing key Future Ready initiatives.
4. Collaborate with key departments in MENDAKI (such as Communications and Partnerships) to ensure alignment of messaging and workplan targets.
5. Support the department in establishing and maintaining strong relationships with existing and new partners to drive impactful programmes, explore new initiatives, and to support the PN efforts.
6. Support in the designing and executing social media plans/campaings to promote youth programmes, events and initiatives.

b.  Programme Management

1. Support the coordination of youth leadership programmes and collaborative efforts with key youth organisations to enhance the impact of Future Ready initiatives. 
2. To support FR leadership team in the planning and organisation of the FR events at MENDAKI level and providing timely updates about YN activities to Management and stakeholders. 
3. Evaluate the effectiveness of the youth programmes and initiatives such as Future of… Series and other Future Ready programmes through the collection and analysis of feedback.
4. Maintain a database of youth contacts, including student bodies, youth leaders, and other relevant data points to support engagement and outreach efforts.
5. Assist in other key Future Ready initiatives for Malay/Muslim youths such as Future of… Series (FOS), YOUth@M3, #MakingConnections and other network engagement sessions. 

c.  Others

Any other duties as assigned by the FR leadership team and MENDAKI management as a whole.

 

Requirements

• Degree in Business Administration/ Project Management or other related degrees.
• 2-3 years of experience in programme/events delivery and management, and stakeholder engagement and management. 
• Experience in secretariat and committee roles and volunteer management is useful. 
• Good understanding of growth sectors, and employment and career landscapes. Interest in education and community issues.
• Strong interpersonal skills and ability to manage stakeholders across different levels.
• Able to communicate persuasively and possess excellent communication skills (written and verbal).
• Proactive and motivated as well as a team player.
• Strong administrative and project management skills, and detail oriented.

The jobholder processes applications, manages appeals, responds to emails, answer phone inquiries and performs other administrative duties related to the Educational Assistance Schemes (EAS) which includes Tertiary Tuition Fee Subsidy (TTFS), Study Loans, Scholarships and Bursaries

Key Responsibility Areas

The jobholder is responsible for the following areas:
1) The jobholder will work together with the team to process applications for MENDAKI’s Educational Assistance Schemes (EAS) within the stipulated timeline.
2) Verifies applications, assess if applicants meet the eligibility criteria of EAS and recommend for approval.
3) Manage appeals for students with special circumstances or who do not meet the eligibility criteria.
4) Process payments to IHLs (TTFS) and disbursements for Study Loans, Scholarships and Bursaries.
5) Contact applicants via email and phone calls regarding pending documents.
6) Attend to queries through emails, incoming calls, public walk-ins and e-loan signings where required.
7) Work closely with other departments such as Engagement Group (EG), to facilitate client cross referrals.
8) Dissemination of marketing collaterals to EAS recipients via email.
9) Deployment and support for company and/or department-wide events, as required.
10) Any other areas of work assigned by the Reporting Officer or HOD.

Requirements

Minimum diploma qualifications. Other qualifications with working experience can be considered
•Familiar with and able to use IT systems accurately and confidently.
•Has good knowledge of Microsoft applications, like EXCEL, WORD, Powerpoint.
•Strong reading and comprehension abilities in particular to read and understand Standard Operating Procedures (SOPs) and technical manuals, and apply the guidelines, workflow and other instructions to the tasks on hand.
•Has good interpersonal and communication skills to communicate with clients through phone calls, emails and face-to-face.

Job Summary
The jobholder (2 year contract) supports the Senior Manager (Team Lead) to spearhead Yayasan MENDAKI (MENDAKI)’s push towards last-mile service delivery (LMSD) to better meet the needs of the MM community. MENDAKI is embarking on a strategic client-centric initiative to achieve the next bound of service delivery, by proactively reaching out to families to understand their needs, care for them and partner them in their journey of lifelong learning.

 

Key Responsibility Areas

Outreach

Conduct outreach to members of the community, including families who may be in need of services, to stakeholders/partners;

1. Work with the team to identify ways to reach out to different segments of the community so as to identify and engage with under-served members.
2. Identify partners and potential partners within the community to engage and collaborate with.
3. Conduct engagement with members of the public and the community
4. Support the planning, deployment and assessment of outreach efforts.

Care 

Conduct care management of families and youth, through completion of holistic assessments of the family’s needs and delivery of targeted interventions.

1. Engage with help seekers either through walk in or call enquiries, build rapport with them and identify the areas of support needed.
2. Conduct holistic assessments of clients and their family members, identifying areas of needs and intervention.
3. Partner with the client in problem solving and developing care plans to meet his/her needs.
4. Propose and implement suitable interventions (in collaboration with other agencies known to the family, where available) to meet the needs of clients.
5. Connect clients to resources and facilitate them in tapping on these resources.
6. Advocate for clients at both the individual and macro level.
7. Organise case discussion platforms for group case discussions.
8. Guide Executive Assistants in the conduct of care management.

Stakeholder Management 

Develop and foster good working relationships with partners/ stakeholders. This includes M3 partners of MUIS and MESRA, as well as government and social service agencies. 

1. Maintain a repository of resources available, both within MENDAKI and nationally. 
2. Manage a framework of collaboration with partners/ stakeholders in client engagement, referrals and/or co-management of cases. 

Administrative

Manage satellite centre operations/ youthspace. 

1. Collate data on centre activities, including activities run in the vicinity or M3@Town, to provide progress updates to management 
2. Monitor the use and maintenance of centre space and equipment; 
3. Collaborate with internal departments and partners for utilisation of centre or partner’s premises. 
4. Manage manpower roster to ensure the smooth running of centre 

In achieving the above, the Executive Officer will work with the team under the direct and close guidance of the Team Lead and with the support of the relevant support departments.

 

Requirements

• A “dare to try” attitude! Managing cases of clients may require innovative ideas, so as to create change. Staff must not be afraid to experiment and try new ways.
• A growth mindset. Staff would need to be open to learn new methods and learn from one another.
• Adaptability to change. Be prepared to quickly adapt and evolve to better understand the needs of clients and meet new trends.
• Excellent organisational, interpersonal and communication skills.
• Able to work independently and in teams.
• Ability to problem-solve – understand the root causes and recommend targeted solutions.
• Has experience in working with youths and has a passion and strong interest in youth work.
• Degree in Social Work/ Psychology or other related degrees. Minimum 3 years of experience in case management, community outreach, youth work and/or partnership management. Those who do not meet the required years of work experience but have prior experience in the social service sector (e.g. as a volunteer) or have a keen interest in this area can be considered.

The jobholder supports the Future Ready department in its efforts to help youth in secondary and post-secondary education become resilient and future ready. The jobholder is responsible for the planning, implementation and evaluation of the department’s Educational Assistance Schemes (EAS) which includes Tertiary Tuition Fee Subsidy (TTFS), Study Loans (SL), Scholarships and Bursaries. 

The jobholder is expected to work from 8:30 a.m. to 6:00 p.m. on weekdays and may be required to work on some weekends, weeknights, and public holidays to support peak application period as required.

 

Key Responsibility Areas

The jobholder is responsible for the following areas:

 

a. Strategic and Partnership Management

1. Keep abreast of education. employment and youth issues and trends at community, national and global levels.
2. Work with partners in implementing key Future Ready initiatives.
3. Support the department in representing the organisation in joint committees (such as M3@Town) and contribute to nation-wide initiatives.
4. Support the department in identifying and networking with potential and existing partners.

 

b. Educational Assistance Schemes (EAS) Management

1. Support the administration process and disbursement for MENDAKI’s Educational Assistance Schemes (EAS) within the stipulated timeline. 
2. Verifies applications, assess if applicants meet the eligibility criteria of EAS and recommend for approval. 
3. Manage appeals for applicants with special circumstances or those who do not meet the eligibility criteria. 
4. Verifies and process payments to IHLs (TTFS) and disbursements of Study Loans, Scholarships and Bursaries.

Work closely with other departments such as Finance for budget or disbursement matters or Engagement Group (EG), to facilitate client cross referrals. 

1. Consolidating & analysing data of TTFS and Student Loan beneficiaries as part of scheme management. 

 

c. Leadership & Administrative 

1. Update and generate departmental progress reports of EAS for management’s annual key reporting i.e. Annual General Meeting (AGM), Mid/End of Year reports. 
2. Oversee and guide Senior/Executives Assistants under your supervision, ensuring alignment with project timelines and successful progress towards key results. 

 

d. Others

1. Deployment and support for company and/or department-wide events, as required. 

Any other duties as assigned by the Senior Manager and HOD.

 

Requirements

• Minimum degree qualifications. Other qualifications with working experience may be considered.
• 2 – 3 years of experience in administering EAS or related.
• Highly detailed-oriented, meticulous and demonstrates strong organisational and analytical skills. 
• Proficient in Microsoft applications, like Excel, Word, Powerpoint, Client Relationship Management (CRM) and IT systems. 
• Possess strong leadership skills and sound decision-making and problem-solving skills.
• Has good interpersonal and communication skills to communicate with clients   through phone calls, emails and face-to-face.