Management Assistant Officer (Operations)

National University of Singapore; Singapore; On-site; SGD 36,000 - 66,000; Full time

Job summary

National University of Singapore is seeking a Management Assistant Officer (Operations) to provide comprehensive administrative support for the Department of Civil and Environmental Engineering. The role focuses on grant lifecycle administration, research coordination and outreach, and department procurement.

You will liaise with funding agencies, academic staff and University offices to ensure accurate records, policy compliance and timely submissions, while maintaining confidentiality and high

Qualifications

• Diploma or equivalent qualification recognised.
• Experience in research, grant or administration is an advantage.
• Strong written communication and data organisation skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Administer research projects and grant lifecycle within CEE.
• Support planning and execution of research outreach activities.
• Draft and maintain documentation on research clusters.
• Collate data and prepare outreach materials (presentations, videos, seminars).
• Administer Training Employment Pass matters for visiting personnel.
• Perform other duties as assigned.
• Support procurement for routine department operations.

Skills

Administrative support

Written communication

Stakeholder management

Organisational skills

Education

Diploma or equivalent

Tools

Microsoft Office

Job description

Job Title: Management Assistant Officer (Operations)

University-Level Unit: College of Design and Engineering

Faculty/Department-Level Unit: Civil and Environmental Engineering

Employee Category: Executive & Administrative

Posting Start Date: 26/10/2026

Location_ONB: Kent Ridge Campus

Job Description

To provide comprehensive and timely administrative support for the Department of Civil and Environmental Engineering (CEE's) research portfolio, with a primary focus on grant life-cycle administration, research coordination and outreach, and departmental procurement. The role serves as a key administrative interface among funding agencies, academic staff, external stakeholders, and University offices, ensuring accurate records, timely submissions, policy compliance and effective stakeholder coordination.

Duties & Responsibilities

Research admin and outreach

• Administer research projects hosted or co-hosted by CEE, including maintaining the departmental research portfolio; coordinating grant proposal submissions; supporting the full grant life cycle from account setup to project closure and audit; preparing financial, progress and audit-related reports for funding agencies and auditors; and maintaining accurate grant records and data.
• Support the planning and implementation of CEE research outreach and engagement activities, including emerging research initiatives, research cluster activities and liaison with industry partners.
• Provide support in drafting, collating and maintaining documentation on the activities and achievements of CEE's research clusters.
• Collate data and support the planning, design and preparation of research outreach materials, including departmental presentations, videos, research publications, seminars, webinars, and research website content and updates.
• Administer Training Employment Pass (TEP) matters for visiting research personnel, including new applications and renewals; coordination with Principal Investigators, Human Resources and relevant University offices; monitoring pass validity; ensuring timely action and compliance with University and Ministry of Manpower requirements; and maintaining accurate records.
• Perform other duties as assigned.

Department procurement

• Support procurement activities for routine departmental operations, ensuring that documentation and processes comply with University policies and required timelines

Job Requirements

• At least a recognised diploma or equivalent qualification.
• Candidates with no experience are welcome to apply; relevant experience in research, grant or general administration would be an advantage.
• Proficiency in Microsoft Office, particularly Word, PowerPoint and Excel, including pivot tables and lookup functions.
• Strong written communication skills, with the ability to collate, organise and summarise information clearly and accurately.
• Ability to handle confidential and sensitive information with discretion.
• Meticulous, organised and able to follow through on tasks and deadlines.
• Independent, resourceful and resilient, with good interpersonal and stakeholder-management skills.
• A background in science or engineering would be an advantage.
• Values teamwork and can also work independently.
• Open to fixed-term contract.