Management Assistant Officer

NATIONAL UNIVERSITY OF SINGAPORE; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A leading university in Singapore is seeking an Operations and Admin Officer to oversee day-to-day operations in support of their research group. The successful candidate will manage finance, procurement, and HR processes, ensuring compliance with grant requirements and liaising with various partners. An ideal candidate has a diploma in a relevant field, relevant administrative experience, and strong organizational skills. The role offers an opportunity to contribute to vital research initiatives.

Qualifications

• At least 1 year of relevant administrative experience in a research or academic setting.
• Able to work independently and maintain confidentiality.
• Comfortable interfacing with diverse stakeholders.

Responsibilities

• Oversee day-to-day processes across finance, procurement, HR, and events.
• Maintain accurate fund accounting and support audits.
• Coordinate research governance and compliance with data sharing.

Skills

Strong organizational skills

Multitasking skills

Interpersonal skills

Communication skills

Proficiency in Microsoft Office

Education

Diploma in Business Administration or related field

Tools

SAP

Concur

Job description

Interested applicants are invited to apply directly at the NUS Career Portal.

Your application will be processed only if you apply via NUS Career Portal.

We regret that only shortlisted candidates will be notified.

Job Description

We’re hiring an Operations and Admin Officer to keep our research group and lab running smoothly. In this role, you’ll oversee day-to-day processes across finance, procurement, HR, and event coordination, ensure compliance with institutional and grantor requirements, and liaise with academic, clinical, and administrative partners to support research governance, data management, and collaborative projects.

Administration (40%)

• Provide administrative support for lab and office operations (procurement, budgeting, inventory tracking)
• Coordinate internal documentation and reporting for research grants and submissions
• Support recruitment, onboarding, and HR processes
• Manage PI’s calendar, travel arrangements, and claims
• Coordinate logistics for research events

Admin-related Finance and Grant Management (35%)

• Maintain accurate fund accounting (billing, grant claims, revenue tracking) and support audits
• Monitor grants and prepare regular utilisation and variance reports
• Liaise with research teams and institutional offices for fund setup and expenditure tracking

Research Operations and Compliance (25%)

• Coordinate across NUS, NUH, and external institutions on research governance, data sharing, and clinical trial compliance
• Support documentation and implementation of data security protocols
• Oversee data sharing agreements and collaborative processes across cohorts and partner institutions

Qualifications

• Diploma in Business Administration, Life Sciences, or related field
• At least 1 year of relevant administrative experience (research or academic setting preferred)
• Strong organizational and multitasking skills with attention to detail
• Excellent interpersonal and communication skills, both written and verbal
• Able to work independently, exercise initiative, and maintain confidentiality
• Comfortable interfacing with diverse stakeholders
• Proficiency in Microsoft Office
• Familiarity with administrative systems (SAP, Concur, etc.) is advantageous
• Have financial administration background