Author: Aqilah Shahrom

This role provides comprehensive administrative support to the Executive Director. Key responsibilities include board secretariat duties and administrative support to ensure seamless operations and effective coordination of relevant activities within the organization.

The individual should excel in multitasking, maintaining confidentiality, and demonstrating exceptional communication skills. This role demands a proactive and adaptable person who can anticipate the Executive Director’s needs and ensure a seamless workflow. Key responsibilities include delivering prompt guidance and assistance to the Directors on office administration, scheduling, and task completion. Exceptional time management skills are essential.

Duties & Responsibilities

Board Secretariat

• Responsible for the full spectrum of administrative functions relating to meetings with the Management Committee.
• Support the timely preparation and coordination of Management Committee meetings, including preparing presentations, scheduling, venue and refreshment arrangements, and technology setup.
• Prepare and manage minutes for Management Committee meetings.
• Maintain accurate and up-to-date records of decisions, action items, and follow-up status, ensuring confidentiality, accuracy, and attention to detail.
• Liaise with departments and stakeholders to ensure timely and effective communication and closure of any follow-up actions.

Administrative Support

• Manage Executive Director’s calendar, including scheduling appointments and meetings, ensuring effective time management and coordination.
• Maintain high level of confidentiality when dealing with sensitive information, exercise discretion and maintain professionalism at all times.
• Manage expense claims for the Executive Director, including filing, tracking and collating all expense claims for audit purposes.
• Prepare and edit summaries and follow-up notes for other meetings as required, draft presentation slides, and other documents as needed.
• Assist in organizing meetings including logistical arrangements and material preparation.
• Maintain organised and accessible records of important documents and files, supporting good record-keeping and audit practices.

Additional Responsibilities

• Facilitate operational activities and cross-departmental collaboration to ensure tasks and projects are completed efficiently.
• Any other duties assigned by Reporting Officer and Management Committee.

JOB REQUIREMENT

Education

• Degree/Diploma in Business Management or equivalent.

Experience

• Minimum 3 years of relevant experience in administrative, executive support, board secretariat, or governance-related roles.

Skills/Competencies

• Strong organisational and time management skills, with the ability to manage multiple tasks concurrently and prioritise effectively.
• Excellent verbal and written communication skills, with confidence in liaising with Management Committee members, senior management, and internal stakeholders.
• Able to coordinate across departments to obtain inputs, follow up on action items, and ensure timely closure.
• Skilled in preparing clear, concise presentation slides, summaries, and documentation.
• High level of attention to detail, ensuring accuracy and completeness in all tasks.
• Proactive and resourceful, able to anticipate needs and address issues before they escalate.
• Proficient in Microsoft Office applications.
• Demonstrates professional ethics and the ability to maintain strict confidentiality when handling sensitive information.

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg

This role ensures that the financial practices observed by mosque finance officers follow the Muis Mosque Financial Regulations and the Singapore Financial Reporting Standards and the timely closure of the monthly mosque accounts.

Duties & Responsibilities

Monthly Mosque Closing

• Manage the monthly accounts closing processes for 7 mosques, ensuring all transactions are recorded accurately and timely
• Prepare financial statements, including income statements, balance sheets, and cash flow reports
• Reconcile accounts including bank reconciliation, accounts payable & accounts receivable
• Review and consolidate district mosque accounts and verify files of supporting documents
• Submit quarterly GST

Year-End Audit

• Prepare documentation and support external and internal audit process, addressing any queries from the auditor
• Ensure all financial activities comply with mosque financial regulation

Additional Responsibilities

• Facilitate and assist in Year-End Finance Training
• Assist in preparing annual budgets for mosque operations
• Identify areas of improvement or potential risk for the Mosque Accounting Team
• Any other duties assigned by Reporting Officer and Management Committee

JOB REQUIREMENT

• Diploma or Bachelor’s degree in accounting, Finance, or related field
• Minimum 2 years of accounting experience, preferably with exposure to full-set accounting and audit processes
• Proficiency in accounting software and Microsoft Excel
• Strong understanding of accounting principles and financial reporting standards
• Attention to detail and accuracy in financial data analysis
• Good organizational and time-management skills to handle multiple tasks
• Effective communication skills for coordinating with stakeholders and auditors

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg

Primarily responsible for reconciling and following up on Ilham and Zakat collections, generating and recording financial transactions, and supporting finance operations in accordance with established financial procedures and guidelines.

Duties & Responsibilities

ILHAM

• Generate invoices for aLive school fees, including other ad hoc invoicing as required.
• Conduct reconciliation and follow-up with centres or relevant electronic payment platforms regarding school fee collections.
• Maintain accurate records by updating refunds in the LittleLives system.
• Record payment transactions in QuickBooks in a timely and accurate manner.

Zakat

• Conduct reconciliation and follow-up with mosques or relevant electronic payment platforms regarding Zakat collections.
• Contribute to internal reporting on late banking, over-banking, and other related observations concerning respective mosques or payment platforms.
• Ensure proper submission and storage of mosque-related documentation in accordance with internal requirements.

Ramadhan Operations

• Manage cheque receipting, daily reconciliation, and preparation for banking activities.
• Facilitate reconciliation and follow-up with part-time Collection Centres regarding Zakat collections.
  
  

General

• Perform finance-related duties under the direction of the Reporting Officer and provide support on related tasks as required.

JOB REQUIREMENT

• Qualification in Accounting, Finance, or a related discipline is preferred, or equivalent relevant experience.
• Demonstrates attention to detail and accuracy in work.
• Demonstrates effective verbal and written communication skills relevant to the role.
• Fresh graduates are encouraged to apply.

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg

The Assistant Executive provides administrative, operational, and IT support to ensure smooth daily operations. This role handles IT service requests, supports onboarding and offboarding of staff, assists in creating and assigning IT project tickets, performing first-level support before escalation, and maintains IT asset records and documentation to ensure compliance and operational efficiency.

Duties & Responsibilities

IT Operations & User Support

• Provide first-level technical support for end users (e.g., MUIS, ILHAM, Madrasahs, Mosques).
• Raise, monitor, and manage IT support tickets, ensuring timely updates and resolution within agreed service levels.
• Follow up with vendors and internal teams to ensure support issues are addressed and closed promptly.
• Create tickets for IT projects, assign them to the appropriate Project Manager (PM), and perform first-level support and validation before escalating to the PM or vendor.

Onboarding and Offboarding of Staff

• Coordinate onboarding for new staff: setup of user accounts, system access, email, and IT equipment.
• Conduct basic IT orientation for new joiners.
• Manage offboarding procedures, including deactivation of accounts, return of equipment, and data handover or archiving.

Vendor & Project Coordination

• Assist in the coordination of system implementations, enhancements, and maintenance tasks.
• Track project timelines and deliverables and document progress and follow-ups with vendors.
• Maintain vendor-related documentation such as service reports, quotations, and SLAs.
• Support PMs in project task management and first-level verification of task completion.

System Administration & Data Management

• Support day-to-day administrative tasks such as access rights management, data reporting, and system configurations.
• Assist in generating regular system usage and performance reports for stakeholders.

Documentation & Compliance

• Maintain and update system documentation, SOPs, change logs, and user manuals.
• Support audit and compliance requirements through accurate record-keeping and evidence tracking.

User Engagement & Training

• Assist in delivering system briefings or training sessions for users, especially during new feature rollouts.
• Prepare and update FAQs, user guides, and helpdesk reference materials.

Peak Period Readiness

• Provide additional operational and technical support during high-demand periods such as Ramadan, Korban, etc.
• Be on standby during major rollouts, upgrades, or migration exercises.

Additional Responsibilities

• Perform any other duties as assigned by the Reporting Officer or Management Committee.

JOB REQUIREMENT

• Diploma or degree in, Information Technology, or related field.
•  1–3 years of experience in administrative support, IT coordination, or helpdesk operations. Fresh graduates with strong internship experience or certifications may also be considered.
• Experience with ticketing systems (e.g., ClickUp, Freshservice, Zendesk).
• Experience with project management tools (e.g., Asana, ClickUp, Jira).
• Strong organizational, documentation, and coordination skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Good communication, multitasking, and teamwork abilities

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg

This role focuses on financial planning and budget management for the entity. The position holder will oversee the annual budgeting process to ensure optimal fund allocation and to coordinate disbursement matters between MMWSS and Muis Group.

Duties & Responsibilities

Financial Management

• Co-ordinate Muis disbursement matters, namely working with internal and external stakeholders to agree on disbursement deliverables
• Co-ordinate the submission of acceptance letters, utilization reports and other pertinent submissions
• Consolidate department budgets and provide financial information where requested
• Prepare periodic management and budget reports
• Develop and implement financial policies and procedures

Additional Responsibilities

• Provide support to reporting officer in management reporting, budgeting, disbursement utilization, variance analysis, reconciliation and audit liaising
• Advise business units on financial and compliance matters
• Any other work assigned by Reporting Officer or Management Committee

JOB REQUIREMENT

• Minimum Bachelor’s Degree in Accounting or Finance.
• Minimum 3 years relevant experience in finance-related roles
• Proficient in Microsoft Excel.
• Possess keen attention to details.
• Possess effective organizational and business writing skills.
• Ability to prioritize, plan and multi-task effectively.
• Demonstrate ability to handle work professionally, independently and efficiently with a strong customer service mindset.
• Good interpersonal skills and able to interact with all levels.
• Requires minimum supervision and able to work independently.

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg

The IT Project Executive is responsible for coordinating and supporting the successful delivery of IT projects by working closely with vendors, internal teams, and stakeholders. This role ensures that project requirements are met on time and within scope, manages documentation, testing, issue resolution, and user training, liaises with Procurement for project-related needs, and tracks project budgets. The IT Project Executive also maintains strong relationships with users and provides prompt support for any project-related issues.

Duties & Responsibilities

(1) Project Management

• Manage and coordinate multiple projects from end-to-end, from procurement through to payment.
• Develop and manage project budgets, tracking costs to ensure cost recovery over the project lifecycle.
• Implement and monitor project schedules, ensuring progress aligns with agreed plans.
• Coordinate with vendors, stakeholders, and internal teams to ensure smooth execution and timely delivery.
• Escalate and resolve critical issues promptly, maintaining clear communication with management.
• Contribute to ad-hoc projects and duties as assigned by management, demonstrating flexibility, initiative, and a proactive attitude.

(2) Procurement & Financial Management

• Initiate procurement of goods and/or services in a timely manner based on project needs and procurement turnaround times.
• Draft, review, and provide input on procurement and evaluation proposals, ensuring compliance with approved budgets, procurement policies, and financial guidelines.
• Liaise with the Procurement team on project-related purchases and requirements.
• Verify vendor invoices and submit them for payment processing.
• Track budget utilization, advise on potential overages, and initiate budget requests or contract/order variations when necessary.
• Prepare disbursement and utilization reports, and communicate financial information to stakeholders.
• Act as the main point of contact for the assigned department’s budgeting and financial matters.

(3) Integration & Technical Coordination

• Prepare, document, and update integration services and interface specifications to support seamless operations.
• Identify and resolve integration challenges by working closely with vendors and internal IT teams.
• Plan and lead User Acceptance Testing (UAT) to ensure system quality and functionality meet requirements.

(4) User Support & Training

• Develop comprehensive user manuals and operational guides
• Facilitate user training sessions to support system adoption and effective use.
• Build strong relationships with users and stakeholders, managing expectations regarding project scope, timelines, and deliverables.

(5) Administrative & Coordination Support

• Coordinate payment matters, liaising with vendors and following up with stakeholders to resolve outstanding issues.
• Maintain accurate and up-to-date project, procurement, and financial documentation.

JOB REQUIREMENT

• Minimum Bachelor’s degree in Information Technology, Computer Science, Finance, Procurement, or related field (Diploma holders with strong experience may be considered).
• At least 2 years’ relevant experience in IT project coordination, procurement, or finance.
• Proficient in Microsoft Excel and familiar with project management tools (e.g., MS Project, Jira).
• Good understanding of system integration, testing processes, and issue resolution.
• Experience documenting technical specifications, preparing user guides, and delivering training.
• Familiarity with procurement processes, budget tracking, and cost control.
• Strong project coordination, organizational, and time management skills, with the ability to manage multiple priorities.
• Excellent communication, interpersonal, and relationship management skills to work effectively with diverse stakeholders.
• Attention to detail with strong problem-solving abilities.
• Able to work professionally, independently, and with minimal supervision.
• Flexible and adaptable to changing project requirements, with a proactive and customer service–oriented mindset.
• Preferably bilingual in English and Malay to coordinate with various stakeholders.

1 year contract, convertible to permanent position.

Preferably to be bilingual in English and Malay (in order to coordinate with various English and Malay speaking stakeholders and clients)

We regret to inform that only shortlisted candidate will be notified.

Interest candidates can send your CVs to : hr@sharedservices.sg