#EG Project Admin

Ncs3; Singapore; On-site; SGD 40,000 - 76,000; Full time

Job summary

Ncs3 is seeking a Finance/Budget Analyst to collaborate with Project Managers, Operations, and vendors to run detailed project budget reporting and tracking. You will align budgets with scope and timelines, update systems daily, and generate variance analyses for senior management.

You will develop dashboards using Power BI/Tableau, maintain SOPs, and ensure audit-ready records while coordinating procurement documents and payments within the financial year.

Qualifications

• Experience preparing detailed project budget reports on a monthly/quarterly basis.
• Ability to track actual expenses against budgets and identify variances.
• Proficiency with Excel formulas and data visualization tools.
• Familiarity with procurement documents, asset capitalization, and audits.

Responsibilities

• Develop reports on project budgets at regular intervals as specified by stakeholders.
• Align budget planning with project scope, timeline and deliverables.
• Update budgets and expenditure data in systems/spreadsheets daily/weekly/monthly.
• Track actual vs. budgeted expenditures and perform variance analyses for management.
• Identify variance reasons and forecast budget utilization quarterly.
• Prepare periodic financial reports with expenditure variances and dashboards.
• Coordinate with vendors and stakeholders to ensure timely payments within the financial year.
• Collect procurement documents and file into the designated e-filing system.
• Handle correspondences as the budget information liaison for project teams.
• Organize meetings to review financial performance and update budget plans.
• Communicate budget updates and financial risks clearly to stakeholders.
• Maintain SOPs, Handover-Takeover docs, and audit-ready records.
• Drive process improvements and pilot new tools for budget accuracy.

Skills

Budget management

Data analysis

Communication

Attention to detail

Tools

Microsoft Excel

Microsoft SharePoint

Microsoft PowerPoint

Power BI

Tableau

Qlik Sense

Job description

Key Responsibilities

• Collaborate with Project Managers, Operation Managers, relevant Vendors and stakeholders to develop detailed reports on project budgets at regular intervals (daily/monthly/quarterly) or as specified by the Authority.
• Align budget planning with the scope, timeline and deliverables of the projects.
• Update the relevant systems/spreadsheets daily/weekly/monthly to capture the budget and expenditure timely and accurately.
• Track actual project expenses versus budgeted amounts monthly/ quarterly and yearly. Perform Data Analytics on the financial data and generate reports on expenditure versus budget planned regularly for management review.
• Identify variance amounts and variance reasons for budget forecast quarterly.
• Conduct data analytics and prepare periodic financial reports including variances on expenditure and budget utilization. Developing visualization on the financial data to convey the information in a clear and concise manner, and to identify trend, patterns or insights.
• Work with stakeholders to ensure timely goods receipt and track payment to vendors to complete the payment cycle within the financial year.
• Gather procurement related documents such as purchase orders, Certificate of Completions from projects POCs and file them into the Authority's designated e-filing system regularly.
• Handle queries and manage all form of correspondences with stakeholders, being the Point of Contact team, for all budget-related information with project teams and stakeholders (internal and external).
• Support management by organizing meetings with project Point of Contact to review financial performance regularly in order to produce accurate and up to date budget plan and expenditure reports.
• Communicate budget updates, differences or financial risks to stakeholders in a clear and timely manner.
• Perform administrative duties of data entry, e-filing and data maintenance into the authorized and designated template, systems and websites timely and in a structured manner.
• Coordinate, organized, schedule, book meetings in support of the lead PM administrative task.
• Develop and maintain comprehensive Standard Operating Procedures (SOPs) and Handover-Takeover (HOTO) documentation.
• Propose and pilot new ideas or tools to streamline processes and improve accuracy from a top-down perspective.
• Ensure compliance and verify that all activities adhere to MINDEF/DSTA guidelines and audit requirements. Maintain an audit-ready trail for all financial transactions and documentations.
• Consolidate and manage Asset Accounting records by working with PMTs to organize and/or reconcile asset capitalization/accounting records. Ensure all required assets are capitalized according to asset accounting principles.
• Conduct root-cause analysis on legacy BOC items.
• Drive continuous improvement initiatives by identifying and proactively tracking BOC items from initiation to final, ensuring no items are left incomplete in the pipeline process.

Key Skills

• Proficient in Microsoft Excel using formula such as VLOOKUP, INDEX/MATCH, Pivot Table and/or Macro Programming knowledge (optional).
• Proficient in Microsoft SharePoint, such as creation of web pages, customization of SharePoint List and management of site permissions.
• Proficient in Microsoft Power Point for creation of presentation material for management.
• Knowledge of Power BI/Tableau/Qlik Sense for creation of dashboards.
• Fast Learner.
• Taking and implementing initiative to improve budget management / workflow.
• Open to train and guide.

Company Culture & Values

We are driven by our AEIOU beliefs-Adventure, Excellence, Integrity, Ownership, and Unity-and we seek individuals who embody these values in both their professional and personal lives. We are committed to our Impact: Valuing our clients, Growing our people, and Creating our future.

Together, we make the extraordinary happen.