Assistant Operations Manager / Operations Manager
ABOUT US
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.
The Children and Youth Group (CYG) in The Salvation Army Singapore serves hundreds of vulnerable children and youth yearly. In line with our vision to provide a continuum of care to uplift those in need, our services span from preventive services, foster care and residential services to reunification support services for vulnerable children returning to their natural families after being removed due to safety concerns, as well as family bonding services for children and families with incarcerated parents.
We believe that every child matters and children grow best in families. We also believe in the potential of every child and family to transform and thrive.
MAIN PURPOSE / OBJECTIVES:
As a member of the Children and Youth Group (CYG) management team, you will be crucial in ensuring that the facilities and ancillary operations for CYG services are well planned and run. Our premises include our children's homes at Lorong Napiri, Youth Development Centre at Kallang Bahru and Connect @ City Square Mall.You will oversee at least a team of four staff.
As a member of the management team you are expected to help in formulating goals, objectives, strategies and action plans for the Home as well as their implementation, monitoring and evaluation to ensure their effectiveness, relevancy and consistency with the mission and vision of The Salvation Army.
ACCOUNTABILITY
Reporting to: Executive Director, Children and Youth Group (CYG).
MAIN DUTIES AND RESPONSIBILITIES:
- Supervision of Support Service Staff
- Supervise a team of ops executives/assistants who will ensure CYG facilities, including the children's homes' buildings, facilities and key equipment are well managed and safe.
- Attend to the following support staff matters -
- employment
- orientation
- training
- leave
- medical claim
- duty roster
- appraisal
- any related matters
- Disseminate information and ensure proper communication is maintained among staff.
- Security
- Coordinate with relevant personnel and contractors to provide security and maintain safety requirements of the homes.
- Dietary Support
- Oversee kitchen operations/cooks and/or vendors to ensure balanced meals and beverages are properly sourced and provided for the residents of the children's homes.
- Ensure proper observation of proper food hygiene by attending appropriate food handling course
- Adhere to the standards stipulated in the SOC.
- Cleanliness
- Ensure the cleaner(s) maintain general cleanliness of common areas and there is proper disposal of domestic wastes and estate maintenance of the homes.
- Transportation Support
- Oversee and render transport support through effective scheduling and oversee drivers for the operatons of CYG.
- Organise routine maintenance programme for the vehicles.
- Coordinate all vehicle inspections as required by Land and Transport Authority.
- Ensure all documents (road tax, vehicle inspection certificate, certificate of entitlement, log card, petrol card, cash cards) for the usage of vehicles are renewed on time and kept up-to-date.
- Oversee all relevant vehicle and transport matters.
- Storage and Store Management
- Proper store management (food, IT equipment etc.) and stock or furnishing purchases aligned with effective cost management.
- Receipts (both purchased/donated items).
- Issues of stocks
- Manage inventory and practice FIFO.
- Purchases
- Ensure that all purchases are carried out in the best interest of Gracehaven:-
- Follow proper procurement procedures and negotiate for best price.
- Timely deliveries.
- Infrastructure and Maintenance
- Oversee facilities and management of all other CYG premises such as our youth drop-in centre.
- Look at strategic improvements for CYG's infrastructure, including managing climate related infra needs such as cooling down of blocks and better use of technology
- Responsible to coordinate with relevant contractors/suppliers to ensure all facilities/installations in the home are properly serviced and maintained according to schedule and requirements and assist to valuate quotation and submit for board approval.
- Electrical (lightings/power supplies)
- Plumbing (water tanks, pipe leakages and chockages)
- Fire safety (fire extinguishers, fire hose reel, fire alarms, fire drills/evacuation)
- CCTV and Video analytics - including a major project to install and ensure smooth operations for new CCTV and Video analytics system
- Pest control
- Air conditioning
- Landscape matters
- IT systems and Data Risk Matters
- Oversee administration and coordination with vendors for implementation and maintenance of operational IT systems such as Home Management System, Wi-Fi management, servers, etc and assist in data risk management work.
- Cost Management
- Help to identify areas where we can manage cost more effectively (PUB expenses, purchases, contracts) and verify all suppliers' invoices/claims for necessary payment actions
- Review of procedures
- Assist Executive Director, CYG to monitor, review and update operation policies and procedures in a timely manner to ensure they are in compliance with The Salvation Army's policies and all statutory requirements.
- Undertake other duties consistent with the position, assigned from time to time.
- Driving Duties
- Where needed, provide transportation services to residents or staff or clientele as required on official duties, and any reasonable requests by the Reporting Officer. Designated Staff carrying out official duties may also use the vehicle as official transport.
Qualifications
JOB REQUIREMENTS- Diploma / Degree in estate management, facilities management or related field.
- Experience in managing or supervising a team in similar functions
- Strong vendor and project management experience
- Excellent communication, stakeholder management and problem-solving skills
- Excellent team player and able to handle tight deadlines where needed.
- High level of professionalism and integrity
Other Information
DUTY HOURS:
Please be informed that the total work hours is 44 hours per week.
Under normal circumstances the hours of duty will be as follows:
- 30am to 5.30pm (Monday - Friday, 1 hour lunch)
It will be at the discretion of your Centre/Department in charge or his/her assigned representatives to determine whether you will be required to work any of the unutilised hours according to the operational needs of the Home and within the legitimacy of the employment laws where applicable.
The program is a 24/7 community care service, hence flexibility in work arrangement is expected.
WORK LOCATION:
The Salvation Army Gracehaven
3 Lorog Napiri Singapore 547528
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.
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.