Climate Fund Advisors Singapore (CFA), a division of Climate Fund Managers B.V. Netherlands (CFM) is a leading climate-centric blended finance fund manager. We raise and deploy climate finance funds in partnership at scale and at pace. Through its award-winning model, CFM has created a blueprint for a new generation of climate financiers, whose collective impact can help end the climate crisis. CFM currently manages two emerging market infrastructure funds focused on climate change mitigation and adaptation: Climate Investor One, a c. USD 1 billion fund focused on renewable energy, and Climate Investor Two, a c. USD 1 billion fund focused on water, sanitation and oceans infrastructure. CFM is currently implementing further blended finance initiatives in the green hydrogen, power transmission and cities sectors focused on development, equity, debt and guarantee financial instruments.

Established in 2015, CFM is a joint venture between the Dutch Development Bank, FMO, and Sanlam InfraWorks, part of the Sanlam Group of South Africa with offices in The Hague, Cape Town, Singapore and Bogota.

Job Purpose

CFA is seeking an Office Administrator to support its expanding team in Singapore. This role is essential to the efficient daily operations of CFA’s office, providing a high standard of reception, administrative, facilities, and operational support. Reporting to the Regional Head of Singapore, this individual will collaborate with multiple departments to help maintain business-as-usual (BAU) activities and ensure a well-organized, service-oriented work environment.

Key Duties and Responsibilities

Executive & Administrative Support

• Perform front-desk duties, including welcoming guests, managing meeting room bookings, and providing refreshments.
• Provide personal administrative support to the Managing Director as required.
• Coordinate travel arrangements and visa applications for team members.
• Assist with bank-related queries for CFA and project companies.
• Prepare KYC documents and coordinate notarization with legal firms.
• Deliver general administrative support to the wider investment and asset management, ESG and portfolio team.

Finance Support

• Support project-related bank account openings by collecting and submitting necessary documentation.
• Perform monthly credit card reconciliation for senior staff using Expense Point.
• Track and reconcile Grab transactions and related expenses on Expense Point.

IT Support

• Provide basic IT troubleshooting and assistance to team members.
• Coordinate with external IT support vendors for unresolved technical issues, including being the point person for CFA’s IT service partner
• Procure IT equipment and supplies as required

Team Events Coordination

• Assist the Office Manager in planning and executing company dinners, team-building activities, and other office events.

Facilities and Office Management

• Ensure that proper administration and logistical support mechanisms are in place and effectively managed and controlled.
• Ensure day to day office facilities run efficiently, including queries and tasks.
• Point of contact for general day to day employee and supplier queries.
• Liaise with vendors for office maintenance, equipment servicing, and repairs.
• Maintain the service contracts and preferred suppliers list for all equipment/suppliers in the Singapore office and ensure servicing is done on a timely basis (referring to and updating the Office Manager where appropriate)
• Purchase and maintain general office supplies (i.e., stationery, paper, etc.) maintain inventory and ensure availability of stock
• Maintain inventory of office and pantry supplies, ensure adequate stock levels at all times.
• Manage onboarding / offboarding of all staff in the Singapore Office, (including office procedures, health & safety, building access, parking arrangements and IT equipment)
• Manage reception through receiving of goods, deliveries, repairs, and visitors
• Manage the cleaning service. Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials
• Take ownership of health and safety of the office i.e., maintaining and updating office health & safety guidelines, risk assessments, organize training, fire evacuation procedures.
• Assist employees with meeting arrangements including booking meeting rooms, arranging telecoms and organizing refreshments
• Inform staff of any new policies and procedures set by the building owner and ensuring adherence

Operations/Administration

• Processing of supplier invoices within budget for approval through CFA’s online expense management system
• Assist with implementation of local procedures which are in place for the office
• Participate and manage ad hoc projects from time to time

Qualifications and Experience

• 3-5+ years’ experience in Office Administrative or office support experience within the financial services industry (preferred)
• Ability to plan, manage workload and juggle multiple priorities
• Ability to work comfortably in an open, fast paced environment
• Excellence orientation– superior organizational skills, attention to detail and the motivation to ensure that the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracy in their work), and follow-through
• Flexible, dynamic, self-motivated, results driven, and an ability to deal with change
• Comfortable learning new systems, and understand IT support, basic IT troubleshooting
• MS Office proficient, Outlook, Excel, Word and PowerPoint
• Project/process management
• Fluency in English, written and verbal
  

Behavioral Competencies

• Devotion to quality
• Performing under pressure
• Organizational Sensitivity
• Structuring
• Initiative
• Cooperation
• Situational Awareness