Operations Executive (Independent Contractor - 1 Year Contract)

Role Summary

This position blends day-to-day operations work with technology support, helping keep internal workflows running smoothly while also coordinating key systems, vendors, and users to support ongoing transformation efforts. You will work alongside the existing team on both business-as-usual tasks and change initiatives.

The role supports operational processing as well as technology operations, with a focus on efficiency, proper documentation, and compliance with internal controls.

You will be responsible for maintaining accurate records for donation receipts and grant disbursements, making sure every transaction is correctly documented and processed. In addition, you will handle donor due diligence and onboarding activities, including periodic reviews to keep due diligence checks current and ensure all records meet internal control requirements and standard operating procedures.

This appointment is strictly on a contract-for-service basis. The selected person will be engaged as an independent contractor/vendor and will work independently to deliver the agreed services. No employee benefits will be provided, including CPF contributions, medical coverage, annual leave, or any other statutory employment benefits.

Donations and Grants Processing

Support the intake of donations and manage the grant-making workflow through the organisation’s donor and grant management platform.

• Carry out bulk uploads for mass donations and verify data accuracy.
• Coordinate multi-tranche grants together with the Front Office.
• Log donations and grant payouts, ensuring documentation in the system remains complete and accurate.
• Ensure donation and grant activities follow internal procedures, statutory requirements, and constitutional rules.
• Complete monthly transaction reconciliations and record endowment investment returns.
• Help prepare donor statements twice a year and ensure they are issued on time.
• Monitor and respond to grant-related queries received through the team inbox.

Donor Due Diligence and Onboarding

Handle compliance checks and screening for new donors, and make sure onboarding follows internal policies and standards.

• Perform periodic due diligence reviews for existing donors.
• Keep compliance and regulatory documents current and aligned with internal and external requirements.
• Carry out onboarding steps and confirm that donor documentation is complete, valid, and compliant.
• Escalate any high-risk relationships or reputational concerns identified during screening or due diligence.
• Work with Finance to screen vendors before onboarding and during the annual vendor review process.
• Provide support on regulatory and compliance matters, including periodic reports and submissions to Senior Management, the Board, and regulators.

Operations Processing and Administration

• Process purchase orders, invoices, and vendor records in NetSuite.
• Assist with budget tracking and monitoring recurring payments.
• Arrange room bookings and logistics for meetings and events.
• Prepare and consolidate periodic reports such as dashboards and town hall slides.

IT Operations and End-User Support

• Monitor the IT helpdesk and manage incoming requests.
• Sort, prioritise, and escalate tickets appropriately.
• Route system-specific issues to the correct owners.
• Support employee onboarding and offboarding for system access and equipment.
• Coordinate laptop setup and provisioning, and update inventory records.
• Handle device collection and decommissioning.
• Maintain IT asset and inventory records.
• Assist with mini IT clinics and user support activities.

Access and Data Governance Support

• Support the annual access matrix review with department heads.
• Maintain distribution lists and user access records.
• Ensure SharePoint documentation is complete and audit-ready.
• Help enforce adherence to IT policies and SOPs.

Technology Coordination and Vendor Management

• Coordinate with vendors on system support, including NetSuite and infrastructure providers.
• Assist with laptop procurement and replacement.
• Support broadband renewals and telco management.
• Track vendor deliverables, quotations, and contracts.
• Support procurement documentation and process compliance.

Systems and Infrastructure Support

• Coordinate patching sessions and system maintenance activities.
• Assist with infrastructure upkeep.
• Follow up on security initiatives, including assessments and questionnaires.
• Track system readiness and other operational tasks.

Reporting and Continuous Improvement

• Produce recurring helpdesk and operational reports.
• Prepare monthly statistics and consolidate year-end reporting decks.
• Identify recurring issues and inefficiencies in processes.
• Contribute to process improvements and SOP updates.

Project and Ad Hoc Support

• Assist with tracking and delivery of technology initiatives, such as SharePoint clean-up and optimisation.
• Support evaluations of technology tools, including Tableau and integration platforms.
• Track vendor security requirements.
• Follow up on action items and ensure tasks are completed.
• Support initiatives that improve due diligence reviews, donor onboarding, and donation and grant administration.
• Partner with subject matter experts to develop procedures, processes, and controls.
• Manage SLAs and support other reporting needs as required.
• Take on other ad hoc duties and projects as assigned.

Qualifications and Profile

Candidates should have tertiary qualifications and around 2 years of experience in operations-related work. Fresh graduates are also welcome to apply.

The role calls for someone who is highly organised, careful with details, and strong in time management. You should also be analytical, able to solve problems, and comfortable interpreting data, spotting patterns, and drawing useful conclusions.

Success in this role requires the ability to operate in ambiguous situations and work effectively with a range of stakeholders. You should be resourceful, self-driven, resilient, collaborative, and proactive in your approach.

Strong spoken and written communication skills are essential. Familiarity with NetSuite and Donor Portal systems would be an advantage, and experience in the non-profit or philanthropy sector would be beneficial.

Only shortlisted candidates will be contacted.

Contract Terms

This is a 1-year contract engagement on an independent contractor/vendor basis. The role does not include employee benefits such as CPF contributions, medical coverage, annual leave, or any other statutory employment entitlements.