Governance, Funding & Reporting Programme Administrator

SBS Transit Limited; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

SBS Transit Limited is seeking a Programme Administrator to support the Governance, Funding & Reporting (GFR) function within the PMO. You will help maintain programme records, governance documentation, and funding records, ensuring audit-ready documentation and timely reporting.

The role involves coordinating meetings, managing document control, and supporting audits and governance processes across large infrastructure projects.

Qualifications

• Min. Diploma in Business Administration, Office Management, Project Administration, Finance, Engineering or related discipline.
• Min. 2-5 years of experience in administrative, document control, records management or PMO support functions.
• Experience supporting large infrastructure, engineering, rail or public-sector programmes is advantageous.
• Familiarity with electronic document management systems and Microsoft Office applications.
• Experience supporting audits, governance processes or funding administration would be beneficial.

Responsibilities

• Provide administrative support to the GFR team and PMO.
• Coordinate meetings, workshops and programme reviews.
• Manage meeting schedules, invitations and venue arrangements.
• Prepare and distribute meeting materials and minutes.
• Track action items and maintain action registers.
• Coordinate logistics for programme governance forums and stakeholder engagements.

Skills

Administrative support

Records management

Document control

PMO support

Education

Diploma in Business Administration

Tools

Microsoft Office

Job description

Purpose of the Role

The GFR Programme Administrator provides administrative, documentation, records management and coordination support to the Governance, Funding & Reporting (GFR) function within the PMO. The role is responsible for ensuring programme records, governance documentation, correspondence, financial supporting documents and funding records are properly maintained, organised and readily available to support programme governance, funding claims, audits and reporting requirements. The incumbent serves as the custodian of programme documentation and administrative processes, ensuring the PMO operates in a structured, eicient and audit-ready manner.

Key Responsibilities

1. 1. Programme Administration Support

   Provide administrative support to the GFR team and PMO.

   Coordinate meetings, workshops and programme reviews.

   Manage meeting schedules, invitations and venue arrangements.

   Prepare and distribute meeting materials and minutes.

   Track action items and maintain action registers.

   Coordinate logistics for programme governance forums and stakeholder engagements.

2. 2. Document Control and Records Management

   Maintain the programme document management system.

   Ensure programme documents are appropriately filed, indexed and archived.

   Manage document version control and distribution.

   Track review and approval status of programme documentation.

   Ensure compliance with organisational document retention requirements.

   Maintain secure and auditable programme records.

3. 3. Funding Documentation Support

   Organise and maintain funding application records.

   Maintain repository of funding approvals, claims and supporting documents.

   Track submission deadlines and document requirements.

   Assist in compiling supporting documents for funding claims and audits.

   Maintain funding correspondence records with funding agencies.

   Support retrieval of funding records during reviews and audits.

4. 4. Governance Support

   Maintain programme governance registers and approval records.

   Prepare governance meeting packs and supporting documents.

   Track governance approvals and submission status.

   Maintain records of programme decisions and endorsements.

   Support administration of programme review boards and steering committees.

   Ensure governance records are complete and readily accessible.

5. 5. Reporting Administration

   Assist in compiling information for programme reports and dashboards.

   Maintain reporting templates and standard documentation.

   Consolidate submissions from various stakeholders.

   Perform basic data validation and formatting of reports.

   Ensure timely circulation of reports and management papers.

6. 6. Audit and Compliance Support

   Support preparation of documentation required for audits and reviews.

   Maintain audit evidence repositories and supporting records.

   Track audit findings and follow-up actions.

   Ensure programme records remain audit-ready at all times.

   Assist the GFR team in responding to information requests from auditors and stakeholders.

7. 7. Financial and Procurement Administration

   Support processing and tracking of invoices, purchase requests and payment documentation.

   Maintain expenditure records and supporting documentation.

   Monitor status of purchase orders and payment claims.

   Assist in maintaining programme financial filing systems.

   Coordinate with Finance and Procurement departments on administrative matters.

8. 8. Correspondence and Stakeholder Coordination

   Manage incoming and outgoing programme correspondence.

   Maintain stakeholder contact lists and communication records.

   Coordinate routine information requests and document submissions.

   Facilitate administrative communication between Project Leads, PMO members and supporting departments.

   Track responses and submission deadlines.

9. 9. Knowledge Management

   Maintain programme templates, guidelines and standard operating procedures.

   Support lessons learnt documentation and retention.

   Ensure knowledge repositories remain updated and accessible.

   Support PMO continuous improvement initiatives.

Qualifications and Experience

Min. Diploma in Business Administration, Office Management, Project Administration, Finance, Engineering or related discipline.

Min. 2-5 years of experience in administrative, document control, records management or PMO support functions.

Experience supporting large infrastructure, engineering, rail or public-sector programmes is advantageous.

Familiarity with electronic document management systems and Microsoft Office applications.

Experience supporting audits, governance processes or funding administration would be beneficial.

By submitting this application for this position, you acknowledge that you have read the Data Protection Policy for Job Applicants (the “Policy”) of SBS Transit Ltd and its subsidiaries, affiliates and related corporations (‘SBST"). a. The collection, use and disclosure of your personal data by SBST for the purposes of your application and potential employment with SBST and the purposes set out in the Policy: and b. SBST’s retention of your personal data for 2 years for consideration of future job opportunities (where applicable) from the date of submission of application.