Ministry Admin Coordinator (Grace Missions)

We are inviting a dedicated, Kingdom minded individual to join our team as a Ministry Admin Coordinator. This role provides vital support to the Grace Missions (GM) department in all areas of administration, operations, secretariat functions, and financial processes, ensuring the smooth and effective running of the ministry. If you have a heart for missions, strong administrative gifting, and a passion for organisational excellence, we would love to meet you. Why Join Us? You will be part of a passionate team dedicated to serving God's kingdom with excellence. Through your contribution, you will create meaningful impact across nations, generations, ministries, and the wider church community. If you take pride in providing strong administrative support and find purpose in enabling ministry to thrive, we would love to hear from you. About the Role As the Ministry Admin Coordinator , you will provide comprehensive administrative and operational support for missions-related activities and events. You will support the Operations Manager in secretariat and communication, financial coordination and regulatory compliances to ensure seamless workflows for the ministry. Your work directly contributes to ensuring a strong administrative foundation for our department’s efforts locally and overseas. Key Responsibilities Administrative Support Manage all trip related administration such as processing of trip requisitions, consolidation of trip registrations, maintaining records of trippers, managing master calendar for trips, etc. Assist in drafting, reviewing, and ensuring accuracy and completeness of project proposals, partner agreements, and any official documents. Monitor timelines for approved projects, ensuring deliverables are completed based on agreements. Organize and maintain all official records and documentation, including agreements, reports and receipts for audit and compliance purposes. Assist in the management of personal data in accordance with Personal Data Protection Act (PDPA) requirements. Provide administrative support for church-wide events and activities involving staff, including Annual Business Meetings, Retreats, Special weekend services. Operational Support Review operational processes to improve workflow efficiency and effectiveness. Ensure compliance with approved policies, guidelines and Standard Operating Procedures (SOPs). Monitor and respond to enquiries and correspondence directed to GM in a timely and professional manner. Provide support for training initiatives and activities, including coordinating logistics, digital platforms and tools as needed. Coordinate room and facility bookings for ministry events and meetings. Secretariat Functions Schedule and coordinate meetings (onsite and online) with stakeholders. Prepare and distribute meeting agendas, materials and minutes to relevant members and stakeholders in an accurate and timely manner. Monitor and update the status of action items from meetings. Financial Coordination and Compliance Process procurement requests, payments, and disbursements accurately and within established timelines. Monitor utilisation of funds to ensure proper approval, allocation, and timely disbursement. Review, verify, and submit travel and related expense claims in accordance with policy requirements. Manage and consolidate annual budget plans, including budget tracking, variance analysis, and fund reallocations as needed. Ensure compliance with financial policies, internal controls, and applicable regulatory requirements. Assist in periodic governance and risk compliance checks and audits. Missions Engagement Support the planning, preparation and execution of all missions engagement initiatives, activities and reports. Who We are Looking For Someone who is responding to a full-time ministry call, willing to serve on weekends. Diploma or Degree in Administration or related field. Passion to extend God’s kingdom and a strong commitment to the values and goals of the church. Strong in organisational and administrative skills; able to balance multiple tasks effectively. Detail-oriented with strong documentation and record-keeping abilities. Dependable, positive, resourceful, able to work independently and strive for excellence. A strong team player with a servant's heart. Excellent interpersonal and communication skills, both verbal and written. Proficient in Microsoft Office and digital platforms (e.g., Zoom, Google Workspace) to facilitate meetings and communicati…