Executive / Senior Executive, Exhumation Services

Purpose of the Role The Executive/ Senior Executive will provide administrative and customer service support across the exhumation and reinterment programme. The role covers procurement and finance, contract management, and engagement with contractors, authorities and the community. Key Responsibilities 1. Procurement and Finance • Administer all procurement within the approved project budget and any ancillary funding approved by management, in compliance with the organisation's policies and applicable government procurement requirements. • Verify procurement submissions and manage tenders, quotations, small value purchases (SVP) and contracts, ensuring all variations are supported and approved before execution. • Track and record all procurement and expenditure against the approved budget. Submit monthly management accounts to the Project Director and Manager, reconciling commitments, actuals and budget headroom. • Review contractor claims against executed agreements and applicable schedules of rates. Submit claims to the funding authority on time and track them through to settlement. • Verify intercompany billings between appointed entities against executed agreements, ensuring timely submission and settlement. • Review and verify the contractor's final account, and support finance-related project closure, including final payment certification and budget reconciliation. 2. Weekly Summary Quantity Reports (SQR) • Review, verify and compile the daily exhumation, crypt, plaque and tree reports submitted by the exhumation contractor and verified by the organisation's representative, ensuring compliance with programme requirements. 3. Monthly Photo Reports (MPR) • Review and verify monthly photo reports, which serve as supporting evidence for the SQR for approval and payment purposes. Reports cover registration, exhumation (including pre-excavation photos), exhumation completion, crypt closure completion and plaque installation. 4. Contract Management • Review agreements, contracts, timelines and budgets, and provide input for management's consideration. • Monitor contract implementation, conduct evaluations and recommend improvements. • Review contractors' work progress to ensure compliance with all authority and client requirements. • Promptly report any contractor non-compliance to management for action. 5. Exhumation Reports • Review and verify the accuracy of exhumation reports before submission to the funding authority. • Verify and confirm monthly progress reports submitted by the organisation's representative and contractors for claim purposes. 6. Site Briefings and Audits • Support comprehensive site briefings for authorities and ground staff before programme commencement and following the appointment of the exhumation contractor. Briefings cover standard operating procedures, risk assessments and safe work procedures. • Conduct regular site audits to ensure that exhumation and reinterment are carried out strictly in accordance with Muslim law and all authority requirements. • Escalate unresolved issues promptly for advice and follow-up. • Ensure the organisation's representative and contractors comply with health and safety regulations and procedures at all times. • Follow up with the organisation's representative and contractors on required incident reports, and conduct regular reviews to recommend improvements. 7. Other Duties • Undertake other duties relating to after-death matters, as assigned. Requirements Education • Tertiary education in one of the following: Accountancy/ Accounting / Finance / Business Management; Quantity Surveying; or Engineering, Project Management or an equivalent qualification. Experience • At least three to five years' relevant working experience, preferably in the service industry. Candidates with experience in accounting or financial management, quantity surveying, or project costing or construction costing will be viewed as strong candidates. • Knowledge of Islamic traditions and Malay/Muslim cultural practices is preferred. • Demonstrated knowledge and experience in procurement and finance, contract management and stakeholder engagement will be an added advantage. Knowledge, Skills and Abilities • Strong leadership and problem-solving skills, with attention to detail. • Excellent organisational and project management skills. • Strong communication, written and interpersonal skills. • Proven customer service experience or a related role. • Empathetic and patient attitude when dealing with customers. • Ability to work independently and as part of a team. • Proficiency in Microsoft Office applications (e.g.Excel, PowerPoint). • Proficiency in accounting or ERP systems (e.g. Workday,SAP, Oracle) would be an added advantage.