Manager, Charities (Payment Operations)

Job Summary

To support management of payment-related operations, including monitor outsourced payment-related services by appointed (auditor) vendors.  To support digital transformation and continuous improvement of Charities Operations processes (including payment / funding related).  To ensure effective handling of payment-related requests and support project monitoring of approved donation projects funded by the Trust.  To support team management including training / coaching and people-related issues.

Major Tasks

1. To handle payment requests (including claims vetting) on approved donation projects to ensure good use of Trust donation to achieve expected project scope and according to budget. To guide officers through claims vetting and service support of all approved projects and provide training to the team for updates in procedures and standards.
2. To handle and facilitate the authorisation approval of change requests for approved donation projects, including budget movement and changes (virement requests from grantees), change or extension to project scope, etc., coordinating with grantees and internal teams to ensure reasonableness of requests and timely approval.
3. To support project monitoring on its progress and deliverables through service visit, and review of output achievements in progress reports.
4. To manage appointed auditors to ensure their services for payment vetting/output review meet the required standard.  To maintain and arrange related service records, job allocation, billing and settlement, reporting, etc.
5. To identify, plan and implement continuous improvement opportunities to enhance payment processes for the department to achieve better efficiency and effectiveness while balancing controls.  To support regular updating of operation procedures and policies for the Charities division to ensure they are up to the latest standards and communicated through the department.
6. To prepare presentation and reports for management / Board review on project portfolio related to updated status of donations approved and applications on hand, ensure accuracy and clarity of project information and data in the Grant Management Portal. To review bi-weekly dashboard for claim status and summarise data for claims assessment.
7. To support digital transformation of Charities operations by coordinating and consolidating input and requirement on payment and admin operations, collaborating with the Portal team to identify and implement potential technical solutions, and support on-going development of the Charities Grant Management Portal.T
8. To liaise with grantees and the Club's Finance department for cash flow updates and prepare the projection on overall donations amount for Charities portfolio. 
9. To support management of Charities Operations team, including provide regular training, coaching and guidance to junior team members, and support handling of people-related issues as needed.  To organise or support organising of Charities team initiatives (e.g. Culture Transformation, retreats, planning and execution of engagement activities).
       

Education

Experience

8-10 years' relevant experience, preferably in accounting / audit, with exposure to NGOs, Government, or public and social service sectors

TECHNICAL SKILLS

1. good computer literacy in using Excel, Word and PowerPoint
2. strong analytical, organizational and report writing skills
3. good communication skills and language proficiency (both English and Chinese)
4. good people management skills in leading and interacting with various stakeholders internal and external 
5. ability to effectively manage multi-tasks and work under pressure