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Job Overview:
This role sits at the intersection of operations processing and technology support, ensuring smooth day-to-day execution of operational workflows while coordinating key technology activities across systems, vendors, and users to enable and accelerate organisational transformation initiatives. You will be working with existing team members, on business-as-usual activities as well as transformation related activities.
You will support both business operations and technology operations, ensuring processes are efficient, well-documented, and compliant with internal controls.
Specifically, you will be responsible for overseeing the accurate recordkeeping of donation receipts and grant disbursements, ensuring all transactions are properly documented and processed. You will also manage the Donor Due Diligence (DDD) and onboarding processes, ensuring all due diligence checks remain valid through periodic reviews, and that all documentation aligns with internal control standards and Standard Operating Procedures (SOPs).
Key Responsibilities:
Donations & Grants Processing
- Manage the receipt of donations and oversee the grant-making process using CFS’s donor and grant management system.
- Perform bulk uploads for mass donations and ensure accuracy.
- Coordinate multi-tranche grants in collaboration with the Front Office.
- Record donations and grant disbursements; maintain comprehensive and accurate documentation within the system.
- Ensure all donation and grant activities comply with CFS’s internal processes, statutory obligations, and constitutional requirements.
- Perform monthly transaction reconciliations and record endowment investment returns.
- Assist in preparing bi-annual donor statements, ensuring timely delivery of the statements.
- Monitor and respond to grant-related inquiries received via the team mailbox.
Donor Due Diligence and Onboarding Process
- Conduct compliance reviews and screenings for new donors, ensuring processes align with internal policies and standards
- Perform periodic due diligence reviews for existing donors.
- Maintain CFS’s regulatory and compliance documentation, ensuring all DDD-related policies and procedures are up to date and in line with internal and external regulations.
- Execute onboarding processes and ensure all donor documentation is complete, valid, and compliant.
- Review and escalate high-risk relationships or reputational risks uncovered during DDD and donor screening.
- Work closely with Finance team to conduct due diligence screening for vendors before onboarding and during annual vendor evaluation exercise.
- Provide full support on all regulatory and compliance matters, including periodic reporting and submissions to Senior Management, the Board and the regulatory bodies
Operations Processing & Administration
- Process and manage our team’s purchase orders (POs), invoices, and vendor records in NetSuite
- Support budget tracking and recurring payment monitoring
- Manage room bookings and logistics for team meetings and events
- Prepare and consolidate monthly/periodic reporting (e.g. dashboards, slides for Townhall)
IT Operations & End-User Support
- Manage and monitor IT helpdesk
- Triage, categorize and escalate tickets
- Route system-specific issues to appropriate owners
- Support user onboarding and offboarding
- Laptop provisioning, setup coordination and inventory updates
- Collection and decommissioning of devices
- Maintain IT inventory and asset records
- Coordinate mini IT clinics / user support initiatives
Access & Data Governance Support
- Support annual Access Matrix Review with HODs
- Maintain and update distribution lists and user access records
- Ensure proper documentation and filing in SharePoint for audit purposes
- Assist in enforcing IT Policy and SOP adherence
Technology Coordination & Vendor Management
- Coordinate with vendors on:
- System support (e.g. NetSuite, infrastructure vendors)
- Laptop procurement and replacement
- Broadband renewal and telco management
- Track vendor deliverables, quotations, and contracts
- Support procurement processes and documentation compliance
Systems & Infrastructure Support
- Coordinate:
- Patching sessions and system maintenance
- Infrastructure upkeep
- Assist in tracking and following up on:
- Security initiatives (e.g. assessments, questionnaires)
- System readiness and operational tasks
Reporting & Continuous Improvement
- Generate regular helpdesk and operational reports
- Prepare monthly statistics and consolidate year-end reporting decks
- Identify and highlight process inefficiencies or recurring issues
- Contribute to process improvements and SOP updates
Project & One-Off Task Support
- Support execution and tracking of tech-related initiatives, including
- SharePoint clean-up and optimization
- Technology evaluations (e.g. Tableau, integration tools)
- Security requirement tracking for vendors
- Coordinate follow-ups and ensure completion of assigned action items
Others
- Contribute to initiatives that enhance the effectiveness of due diligence reviews, donor onboarding processes as well as donation and grant administration, both internally and externally.
- Partner with functional experts to develop procedures, processes, and controls.
- Manage Service Level Agreements (SLAs) and support other reporting requirements as needed.
- Perform other ad hoc duties and projects as assigned.
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