Call For Association Management Services

The Singapore Society of Nephrology (SSN) is seeking proposals from qualified companies to provide Secretariat services. The selected service provider will be responsible for the efficient administration and coordination of SSN activities, ensuring seamless operations and high levels of member engagement.

The Secretariat service provider will be responsible for the following tasks:

I. Secretariat Services

A) Membership Services:

• Member database management.
• Membership renewal and dues collection.
• Member communication and engagement.
• Provide Honorary Secretary with an annual statistical report on membership.

B) Meetings:

i. Executive Committee Meetings (Up to 6 Exco Meetings per year)

• Liaise with the president to call for meetings.
• Assist Honorary Secretary in setting meeting agenda.
• Inform members of meetings.
• Assist Honorary Secretary in room bookings and refreshment preparation.
• Assist Honorary Secretary in taking Minutes of Meeting and vetting within 2 weeks.
• Maintain records of agendas and minutes.
• Distribute agendas and minutes.
• Follow up on actionable items with relevant members.
• Provide timely update to the President and Exco members on the actionable items.

ii. Annual General Meetings

• Issue notice of AGM to all members.
• Assist Honorary Secretary in organizing the AGM.
• Assist Honorary Secretary in providing an annual report before the AGM.
• Assist Honorary Secretary in taking Minutes of Meeting.
• Distribute agendas, minutes, and annual reports in print to all members.
• Provide registration support, sorting, and counting of votes.
• Maintain records of agendas and minutes.

C) Governance Support

• Submit annual returns to ROS.
• Ensure compliance to constitution.
• Bylaws and policy development.

D) Other Administrative Duties:

• Mailing of letters and publications.
• Liaise and manage all external vendors.
• Arrear arrangement with vendors.
• Filing of correspondences, minutes of meetings, and members' records for archiving after AGM each year.
• Liaising with Society-appoint IT vendor for maintenance of SSN website

E) Communication Services:

• Telephone (including voicemail), fax, and email contact during regular business hours, Monday to Friday, 0900 – 1800 hours.
• Send and receive postal mail and courier packages.
• Respond to communications concerning routine matters on behalf of SSN.
• Forward more complex communications to the president or other appropriate officeholders (copy to the president).

II. Accounting Services

• Book-keeping: Accounts payable and receivable.
• Liaising with Society-appointed accountants and auditors

III. Continuing Professional Education (CPE) (Only for Society-initiated programmes)

A) Management of regular CPE events:

• SSN 4R Series
• Renal Coordinator Course
• Renal GP Masterclass
• SSN Annual Scientific Meeting

B) Management of events organized by the SSN chapters (the Allied Health, Paediatrics and Young Nephrologists Chapters)

Responsibilities:

• Venue selection and negotiation.
• Programme coordination.
• Registration management.
• Speaker management.
• Manage industry partners for sponsorship and exhibition.
• Assist in CPE accreditation and attendance submissions.

IV. Professional Design Services

Provide design concepts and adoption to:

• Registration and website banner.
• Announcement brochure.
• PowerPoint template.

Qualifications

The ideal service provider will have:

• Proven experience in providing Secretariat or administrative services for professional organizations.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in using office software and technology, including MS Office and database management systems.
• Financial management skills
• Ability to work independently and collaboratively with SSN leadership and members.

Submission Requirements

Interested parties should submit the following:

• A cover letter outlining relevant experience and qualifications.
• A detailed proposal addressing the scope of work
• A pricing structure and budget.
• References from similar organizations served.

Submission Deadline

Proposals must be submitted by Wednesday, 31 August 2026, 1800.

Kindly submit your proposals to:
Dr Kwek Jia Liang
Honorary Secretary
Singapore Society of Nephrology
Email: kwek.jia.liang@singhealth.com.sg

Selection Process

Proposals will be reviewed by the SSN Executive Committee. The final selection will be based on the service provider’s qualifications, experience, and proposal quality.