The posting
The Singapore Council of Women’s Organisations (SCWO) was established in 1980 as the national coordinating body of women’s organisations in Singapore. SCWO has more than 60-member organisations, which represent over 600,000 women, and it serves to unite them to work toward ideals of ‘Equal Space, Equal Voice and Equal Worth’ for women in Singapore.
We are looking for a Part-Time HR Executive / Senior Executive on a 1-year contract basis, renewable, to support and manage the day-to-day Human Resources function of the organisation.
The role will be responsible for the end-to-end administration of HR matters, including payroll processing, employee records, recruitment administration, staff benefits, statutory requirements and the employment of foreign work permit holders. The position will work closely with Management and the Board to ensure that HR processes are properly administered, approvals are obtained in a timely manner, and the organisation remains compliant with relevant employment requirements.
The successful candidate should be highly organised, meticulous and able to handle confidential HR matters independently.
Key Responsibilities
Payroll Administration & Processing
- Manage the end-to-end monthly payroll process, including preparation, verification and submission of payroll for approval.
- Collate and verify monthly payroll information, including salaries, allowances, overtime, deductions, leave, claims, bonuses and other payroll adjustments.
- Prepare the monthly payroll for Management review and approval, and coordinate the necessary Board approval in accordance with the organisation's approval framework.
- Ensure payroll is processed accurately and within the required timelines following the relevant approvals.
- Liaise with the bank, payroll provider and relevant parties on payroll processing and resolve payroll discrepancies where required.
- Maintain accurate and confidential payroll records.
- Prepare payroll reports and supporting documentation for Management, Board, auditors and relevant authorities where required.
- Ensure statutory payroll matters, including CPF and applicable employment-related submissions, are administered accurately and on time.
- Support annual payroll-related exercises, including IR8A preparation and submission and other statutory reporting.
Foreign Work Permit / Work Pass Administration
- Manage all administrative matters relating to the employment of foreign work permitholders, including work pass applications, renewals, cancellations and related documentation.
- Coordinate with the relevant government authorities and agencies on work pass and employment matters.
- Monitor work pass validity, renewal timelines and other applicable requirements to ensure timely action.
- Maintain accurate records of foreign employees, work passes, insurance and other required documentation.
- Coordinate required medical examinations, insurance, security bonds and other employment-related requirements, where applicable.
- Ensure the organisation complies with applicable requirements relating to the employment of foreign workers.
- Liaise with employees, recruitment agencies and relevant external parties on work pass and related matters.
- Maintain a tracking system for all work pass and other time-sensitive foreign employee requirements.
HR Administration & Employee Records
- Maintain accurate and up-to-date employee personnel records and HR databases.
- Prepare and maintain employment contracts, confirmation letters, promotion and salary adjustment letters, leave records and other HR documentation.
- Maintain proper and confidential filing of employee records in accordance with organisational policies and data protection requirements.
- Administer employee leave, medical benefits, claims and other staff benefits.
- Support staff enquiries relating to HR policies, benefits, leave and employment matters.
- Maintain and update HR forms, templates, policies and procedures as required.
Recruitment & Onboarding
- Provide administrative support for recruitment, including preparation of job advertisements, interview coordination and recruitment documentation.
- Coordinate pre-employment checks and documentation.
- Prepare employment contracts and onboarding documents.
- Coordinate onboarding arrangements for new employees, including required documentation and system access.
- Support the onboarding and work pass process for foreign employees where applicable.
- Coordinate employee resignations, terminations and offboarding processes, including final salary and relevant documentation.
HR Compliance & Statutory Administration
- Ensure HR records and processes are maintained in accordance with applicable Singapore employment legislation and organisational policies.
- Assist with statutory submissions and maintain supporting documentation.
- Monitor key HR compliance deadlines and ensure timely follow-up.
- Maintain proper documentation for audits, regulatory reviews and funding requirements.
- Keep abreast of relevant changes to employment-related requirements and advise Management of administrative implications where necessary.
HR Reporting & Management Support
- Prepare regular HR reports and staff-related information for Management and Board review.
- Provide data and documentation for budgeting, salary reviews, manpower planning and other HR exercises.
- Support the annual salary review and performance appraisal processes.
- Maintain an up-to-date organisation-wide staff listing and manpower records.
- Assist Management in reviewing and improving HR policies, procedures and administrative processes.
General HR Support
- Act as a key point of contact for routine HR administrative matters.
- Maintain confidentiality and exercise discretion in handling sensitive employee and organisational information.
- Undertake other HR-related projects and administrative duties as assigned.
Job Requirements
- Diploma or Degree in Human Resource Management or a related discipline.
- 3–5 years of relevant HR experience for Executive level; candidates with more extensive experience may be considered for Senior Executive level.
- Demonstrated experience in full payroll processing and administration.
- Experience handling foreign worker work permits / work passes and related employment requirements in Singapore.
- Good understanding of Singapore employment practices and statutory requirements.
- Strong administrative and organisational skills, with a high level of accuracy and attention to detail.
- Good numerical and analytical skills, particularly for payroll administration.
- Proficient in Microsoft Office, particularly Excel and Word.
- Experience with JustLogin or similar HR management systems would be an advantage.
- Able to work independently and manage confidential information with discretion.
- Experience in the social service or non-profit sector would be an advantage.
- Singapore Citizens and Permanent Residents only.
Contract & WorkingArrangement
- Contract Type: 1-year contract, with the possibility of renewal subject to organisational needs and performance.
- Working Arrangement: Part-time, 3 days per week, 9am to 5pm.
