Executive/Senior Officer/Officer, Administration (Operations)

NLB Singapore; Singapore; On-site; SGD 40,000 - 55,000; Full time

Job summary

A national library organization in Singapore is seeking an administrator to support various functions, including finance, HR, and facilities management. The ideal candidate should possess strong process management skills, be meticulous, and have a good command of English. This role involves managing assets, maintaining records, and coordinating staff-related matters in a hybrid work environment.

Benefits

Hybrid work environment

Professional development opportunities

Supportive team atmosphere

Qualifications

• Strong process management, administrative, coordination and time management skills.
• Ability to interpret user and client information needs effectively.
• Meticulous and capable of multi-tasking efficiently.
• Good command of English and communications skills in both writing and speaking.

Responsibilities

• Manage and provide administrative support for Archives and Libraries Group.
• Administer the day-to-day finance function for the branch.
• Monitor building and facilities maintenance issues.

Skills

Process management

Coordination skills

Time management

Good command of English

Networking abilities

Job description

Overview

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.

At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.

We offer:

• Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
• Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
• An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.

What you will be working on

Manage and provide administrative support for Archives and Libraries Group (ALG) in areas such as temp staff recruitment, vendors management, assets and records management, and buildings maintenance and facilities.

• Manage division’s or branch’s assets and official records
• Lead in the disposal of IT and non-IT items
• Manage and maintain division’s or branch’s assets
• Prepare asset condemnation request with all supporting documents for approval
• Conduct regular housekeeping of assets and official records, and ensure timely disposal of unwanted asset or outdated records
• Lead in the disposal of classified official records
• Manage and maintain division’s or branch’s physical and electronic official records, and prepare records disposal request with all supporting documents for approval
• Support other administrative activities such as updating the branch map directory

Finance and HR responsibilities

• Administer day-to-day finance function for the branch
• Prepare, verify, and submit Daily Finance Settlement Report while maintaining records of all finance reports

• Manage division’s or branch’s human resource matters and staff welfare
• Manage and update official items assigned to staff and handle other HR-related matters
• Manage and participate in staff welfare activities, including supporting arrangement of gift-in-kind under staff benefits scheme
• Conduct and manage staff induction for new and transferred staff on administrative, Finance, HR, and building matters
• Coordinate recruitment interviews for part-timer staff; arrange interview venue; prepare and verify candidates’ documents and verify monthly billing reports

Facilities and building management

• Administer the day-to-day building, facility and system matters
• Monitor building and facilities maintenance issues, assess system performance, and coordinate timely fault resolution
• Maintain records of building security and access such as managing key inventory control
• Manage and update crisis and emergency documentations such as fire drill reports
• Facilitate facility bookings for meetings and provide event support
• Conduct regular housekeeping activities and participate in scheduled audits
• Facilitate the relevant building and system access rights for new staff members
• Manage and update existing staff’s building and system access rights

What we are looking for

• Strong process management, administrative, coordination and time management skills
• Ability to interpret user and client information needs effectively
• Meticulous and capability to multi-task efficiently
• Good command of English and communications skills in both writing and speaking
• Collaborative team player with good networking abilities

Work location will be at the Woodlands Regional Library.

Successful applicant will be appointed on an initial two-year contract.