Grants & Compliance Executive (Early Childhood / East / 5 days) [EL]

1. Enrolment-Based Operating Grant Administration

Coordinate with relevant stakeholders to reconcile and validate monthly infant and childcare enrolment data between Havence and ECDA records.

Investigate and resolve data discrepancies, ensuring all adjustments are properly supported with relevant documentation.

Manage the end-to-end Monthly Operating Grant and ECDA Manual Adjustment submission process, including verification, clearance, sign-off and final submission.

2. Enrolment-by-Residency Reporting

Reconcile and verify residency data against Operating Grant enrolment records.

Work with Campus/Centre Leaders and relevant stakeholders to resolve discrepancies and obtain supporting documentation.

Finalise cleared residency figures and coordinate timely submission to the relevant internal teams for ECDA reporting.

3. Mother Tongue Language Programme Administration

Verify enrolment, attendance and opt-out information for children participating in Malay and Tamil language programmes.

Reconcile information across Havence, CMS and centre-submitted records, including the collation of relevant supporting documentation.

Coordinate internal clearance and ensure accurate and timely submission of required ECDA reports.

4. Malay and Tamil Language Grant Administration

Verify and reconcile monthly language programme attendance against centre records and Operating Grant enrolment data.

Prepare and submit verified information for internal clearance and ECDA reporting.

Maintain supporting documentation and calculate relevant grant accruals for AFD.

5. Pre-Operating Grant Administration

Verify pre-operating grant information and centre data with internal stakeholders, including site allocation and estimated infant/childcare capacity.

Calculate and validate eligible grant amounts for review and approval.

Communicate confirmed amounts and identified discrepancies to relevant Operations stakeholders.

Maintain records of centres receiving pre-operating grants and related run-up information.

6. Monthly Child Attendance & Recurrent Grant Reporting

Manage monthly AOP attendance reporting, ensuring attendance data is accurate, complete and consistently maintained in Havence.

Identify and resolve system or data issues and verify attendance calculations before submission.

Calculate B20ps attendance using relevant systems and ECDA tools.

Prepare and coordinate Recurrent Grant submissions with the necessary supporting documentation.

Maintain proper records to support audit and compliance requirements.

7. Recurrent Grant Submission Coordination

Coordinate with internal departments and relevant PICs to ensure ECDA submissions are completed within stipulated timelines.

Track submission status, follow up on outstanding information and coordinate authorised signatories for required declarations and reports.

Distribute completed and signed documents to relevant stakeholders and maintain appropriate records for audit purposes.

8. Portable Rental Subsidy Administration

Receive, verify and organise rental invoices and supporting documents.

Maintain proper filing within designated HR shared folders for reference and audit purposes.

9. ECDA Annual External Audit Coordination

Act as the internal coordinator for the annual ECDA external audit.

Coordinate audit meetings, schedules and logistical arrangements for fieldwork.

Establish and manage the designated OneDrive document repository and access rights for relevant stakeholders.

Coordinate the collation of management comments from respective PICs for internal review and submission to external auditors.

Monitor the timely submission of supporting documents and responses throughout the audit process.

10. Annual Audit Certification Coordination

Serve as the primary internal point of contact for auditors regarding annual audit certification matters.

Coordinate audit dates and participating centres with relevant stakeholders.

Monitor the submission of post-audit reports and rectification updates by Centre Leaders within the required timeline.

Coordinate follow-up actions and communicate relevant updates between Centre Leaders and auditors.

Set up and maintain SharePoint as the central document repository for annual audit records, with appropriate access for AFD, IAU and CFO.

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