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Director of Administration

job title: Director of Administration
contract type: Full-time
location: Wan Chai
salary: to be discussed, depending experience
ref: JOB_000466[115]
job published: 7 days ago

job description

The Director of Administration oversees and manages: financial reporting and planning, third party contracts, human resource policies and procedures, execution of events which showcase CAPS thought leadership, and supervision of administrative staff. The Director of Administration works with the CEO to improve all of CAPS’ practices. 

Specific responsibilities include:

  • Operations management: manages daily office operations (with the assistance of the office manager and the bookkeeper) to ensure the smooth functioning of the operations in Hong Kong and elsewhere; manages all key vendor/third party administrative relationships; acts as primary liaison with key administrative and operational service providers (landlord, auditor/company secretary, legal advisor); develops, oversees and maintains office operating procedures; oversees and manages any office relocation activities; ensures that all management documentation is properly maintained and filed securely.


  • Financial management: oversees and leads annual budgeting and planning process in conjunction with the CEO and with assistance of the bookkeeper; administers and reviews all financial plans and budgets; manages organizational cash flow and forecasting; monitors progress and changes; keeps senior leadership team abreast of CAPS’ financial status; analyzes and presents financial reports to CEO and the board in an accurate and timely manner; collates financial reporting materials for all donor proposals and oversees all financial, project/program and grants accounting; coordinates and leads the annual audit process; clearly communicates annual financial statements; assesses if any changes are necessary to the financial/accounting systems; implements a robust contracts management and financial management/ reporting system; ensures that the contract billing and donation schedule is adhered to and that financial data and cash flow are steady and support operational requirements; updates and implements all necessary business policies and accounting practices; improves CAPS’ business and financial policies wherever possible; ensures timely payment to partners and other third parties.


  • Legal management: reviews and negotiates all contracts between CAPS and all third parties (with the support of pro-bono legal advisor, as necessary); ensures that CAPS’ intellectually property is adequately protected; ensures that CAPS complies with all regulatory filings with all relevant governmental entities; with the CEO, coordinates and prepares CAPS’ annual report. 


  • Technology: oversees network administration and IT systems (with the assistance of the office manager and retained IT consultant); evaluates new software/technology; improves CAPS’ IT policies/procedures wherever possible. *


  • Human Resources: oversees the organization’s human resources requirements (with the assistance of the office manager and bookkeeper) including employee on-boarding, managing and administering health and other employee benefits, overseeing the maintenance of personnel records, monitoring insurance coverage and ensuring that personnel policies in the staff handbook are up-to-date; assists with recruitment; acts as the CEO’s representative when the CEO is away from the office. 


  • Project management and advisory services: helps project manage specific initiatives such as the Doing Good Index or research projects, as required by the CEO.


  • Fundraising proposals and donor reports: working closely with the CEO, develops funding proposals and budgets as needed; ensures that any donor reports are well prepared and submitted on time; responds in a timely fashion to any donor requests; helps CEO develop, execute and maintain donor engagement strategy.


  • Event planning/management: plans, manages and executes events (such as launch events for published reports or partner workshops) as required by the CEO, both within and outside Hong Kong; identifies and evaluates venues and participants; engages with local/foreign media to promote events if necessary; prepares all necessary collateral for events; responsible for all logistical arrangements and budgetary restrictions relating to such events. 

Knowledge, Skills and Abilities

  • Minimum of a BA, ideally with an MBA/LLB/CPA or related post-graduate degree
  • At least seven to 10 years of overall professional experience; ideally six-plus years of broad financial and operations management experience, while taking a “hands on” implementation approach when needed
  • Experience of final responsibility for the quality and content of financial data, reporting and audit coordination for either a division or significant program area, and has preferably overseen a human resources function previously
  • Experience in grants/donor management
  • A successful track record in setting priorities and meeting deadlines; keen analytic, organization and problem-solving skills which support and enable sound decision making
  • Excellent interpersonal, communication (written and verbal), presentation and relationship building skills with an ability to prioritize, negotiate, and work comfortably with a variety of internal and external stakeholders
  • A multi-tasker with the ability to wear many hats and take initiative in a fast-paced environment
  • Personal qualities of integrity, credibility, confidentiality and dedication to CAPS mission
  • An effective team player with good judgment
  • Meticulous attention to detail
  • Ability to speak/write an Asian language is a plus