Clerical Officer / Associate

Your tasks

1. Job Purpose

To provide clerical and administrative support to LLF, with primary responsibility for the accurate and timely entry, updating and maintenance of donor and donation records in the Donor Management System (DMS).

The role also involves performing basic donation reconciliation, maintaining proper documentation and supporting the Foundation's day-to-day administrative operations.

2. Key Responsibilities

A. Donation Data Entry and Management

• Perform accurate and timely entry of donation transactions into the Donor Management System.
• Update and maintain donor particulars, donation amounts, payment details and other relevant information.
• Record donations received through various channels, including online donation platforms, bank transfers, cheques and other donation methods.
• Ensure donation records are complete, accurate and supported by relevant documentation.
• Identify and flag incomplete, duplicate or inconsistent records for clarification.
• Assist with updating recurring donation records, where applicable.

B. Donor Database Maintenance

• Maintain accurate and up-to-date donor profiles in the Donor Management System.
• Update donor contact details and other relevant information.
• Perform routine database housekeeping, including identifying duplicate or outdated records.
• Ensure consistency and accuracy of donor information.
• Maintain confidentiality of donor information in accordance with LLF's data protection policies.

C. Basic Donation Reconciliation and Documentation

• Perform preliminary reconciliation of donation records against bank statements, payment platform reports and other supporting documents.
• Check donation amounts, transaction dates and payment references for accuracy and completeness.
• Identify and highlight discrepancies, missing transactions or unmatched donation records.
• Prepare basic reconciliation summaries and supporting schedules.
• Organise and submit reconciled donation records and supporting documents to the Accountant for review and verification.
• Assist with the preparation of donation acknowledgements and tax-deductible receipts, where applicable and subject to verification.
• Support the preparation of basic donation reports and audit documentation.

D. General Administrative Support

• Perform filing, scanning, photocopying and organising of documents.
• Maintain proper electronic and physical filing systems.
• Assist with general office administrative tasks and correspondence.
• Provide clerical and logistical support for LLF programmes, meetings and events when required.
• Undertake other related administrative duties assigned by the Office Manager.

4. KeyPerformance Expectations

• Accurate and timely entry of donation transactions.
• Proper maintenance of donor records and database.
• Timely completion of preliminary donation reconciliation.
• Prompt identification and escalation of discrepancies.
• Complete and properly organised records submitted to the Accountant.
• Timely completion of assigned administrative tasks.
• Proper handling and confidentiality of donor information.

5. Scope of Responsibility

This is a clerical and administrative support position, with primary responsibility for donation data entry, donor database maintenance and preliminary donation reconciliation.

The Clerical Officer / Admin Assistant is responsible for preparing and checking donation records before submission to the Accountant for independent review, verification and final reconciliation.

The position does not carry independent authority to approve financial transactions, authorise refunds, approve reconciliation adjustments or make financial decisions.

Any discrepancies or adjustments requiring approval must be referred to the Office Manager or other designated authorised personnel.

Requirements

3. Job Requirements

Education and Experience

• Minimum Diploma in Business Administration, Accounting, Finance or a related discipline.
• Prior experience in administrative work, data entry or basic accounting is advantageous.
• Experience with database management or donation management systems would be an advantage.
• Fresh Diploma graduates are welcome to apply.

Skills and Competencies

• Proficiency in Microsoft Word, Excel and Outlook.
• Good numerical skills and ability to perform basic account reconciliation.
• Strong attention to detail and accuracy, particularly when handling financial information.
• Good organisational and time management skills.
• Ability to manage routine and repetitive tasks efficiently.
• Responsible, reliable, meticulous and willing to learn.
• Able to maintain confidentiality of donor and organisational information.
• Able to work independently and collaboratively within a team.