Assistant Operational Affairs Manager

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.