[Contract] COG Recognition System Secretariat Support - Part-Time

COMPANY DESCRIPTION

NVPC is the national agency dedicated to growing a culture of volunteerism and philanthropy in Singapore. By engaging individuals, organisations, communities and leaders across the people, private and public sectors, we seek to create a more caring, inclusive, and compassionate society. Together, we envision Singapore as a City of Good, where everyone is able to give every day and everywhere (3Es), contributing their time, talent, treasure, ties and testimony (5Ts). Learn more at nvpc.org.sg.

RESPONSIBILITIES

The candidate will support the Company of Good (COG) Recognition System Secretariat in coordinating core administrative, communications and operational tasks throughout the Recognition application, due diligence and Judging Panel cycles. This is a 1-year contract.

Key Responsibilities

1. Pre-Application Period Support (Aug - Nov)

• Assist in coordinating with M&C on ActiveCampaign EDM blasts including collecting specifications (format, dimensions, deadlines, references etc.) from TACs, judging panel and resource panel ie. partner organisations.

• Support annual updates of operational documents ie. standard operating procedures, flowcharts, contingency plans, in coordination with CIP/CEP.

• Assist with hotline and mailbox preparation including updating FAQs and routing details, in coordination with DI.

2. Application Period Administration (Dec- Mar)

• Support ongoing EDM dissemination to the COG community/members.

• Track and maintain EDM dissemination status from TACs, judging panel and partner organisations.

• Perform bi-weekly updates of application status in Strapi and assist with accuracy checks (together with CIP colleagues).

• Prepare and update weekly Masterlist for Account Managers, including downloading and tidying Strapi data (together with CIP colleagues).

• Collate and send weekly application updates to CIP team using the required reporting format.

• Assist Secretariat in managing the COG Recognition mailbox (i.e., flagging and coordinating sensitive cases)

3. Extension Period Management (Mar - Apr)

• Assist with preparation of approval requests (for extensions).

• Coordinate with M&C on extension EDM blasts.

• Update the closing date on the portal (with DI) as required (together with CIP colleagues).

4. Enquiries & Hotline Support (Dec - Mar)

• Ensure all queries are logged accurately in the COGRS query log and responses are provided within the required turnaround times.

• Liaise with agents (CIP/CEP)/interns to ensure follow-ups are completed within 1-3 working days.

5. Due Diligence Coordination (Jan - Apr)

• Coordinate data collection needed for BDO due diligence process such as auto-computed scores, application and supporting documentation downloads and completeness.

• Track organisations requiring clarification calls and review/update the Call Validation Sheet.

• Support preparation of consolidated Recognition data for the Collective Impact/Cohort Report.

6. Clarification Call Administration (Jan - Apr)

• Draft and send clarification call invitations via Outlook using approved email templates.

• Manage scheduling based on the fixed weekly time slots as agreed with BDO.

• Coordinate with BDO Due Diligence team and internal stakeholders.

• Ensure meeting minutes, logs (ie. call validation logs) and decisions are properly recorded and updated for each case.

7. COG Recognition Judging Panel (May)

• Support the finalisation of the 2026 COG Recognition preliminary categories ie. eligible organisations surfaced for Judging Panel.

• Prepare and send Save-the-Date notices and set up formal calendar invitations for judging panel sessions.

• Prepare holding slides for the waiting room and basic materials ie. laptops, mouses, paper, pens required for Judging Panel sessions.

• Coordinate and oversee refreshments for judges and participating organisations throughout the judging panel period.

8. Post-Judging Follow-Ups (Jun - Jul)

• Coordinate release of COG Recognition results.

• Provide administrative support for Conferment preparation ie. RSVP tracking, reminders, document updates etc.

9. PVPA's Organisation of Good (OOG) Application Period Administration (Jul - Sep)

• Assist with consolidating application data from invited organisations for the OOG category under People and Society Impact areas.

• Prepare and send Save-the-Date notices and set up formal calendar invitations for PVPA judging panel sessions.

• Prepare holding slides for the waiting room and basic materials ie. laptops, mouses, paper, pens required for Judging Panel sessions.

• Coordinate and oversee refreshments for judges and participating organisations throughout the judging panel period.

• Coordinate release of PVPA results

• Strong attention to detail and data accuracy.

• Effective coordination and stakeholder communication skills.

• Ability to work with confidential information.

• Comfortable with digital systems ie. Outlook, Microsoft Office suite including Word, Excel and PowerPoint.

• Able to work independently within a structured framework.