Management Assistant Officer 3 or MAO 4 (Operations)

National University of Singapore; Singapore; On-site; SGD 31,000 - 42,000; Full time

Job summary

The National University of Singapore invites applications for an administrative support role within the Department of Civil and Environmental Engineering. The position focuses on grant life-cycle administration, research coordination and outreach, and departmental procurement.

You will act as a primary interface among funding agencies, academic staff, external partners, and University offices to ensure accurate records, timely submissions, policy compliance and effective stakeholder

Qualifications

• At least a recognised diploma or equivalent qualification.
• Fresh graduates welcome; relevant experience in research or administration would be an advantage.
• Proficiency in Microsoft Office, including Word, PowerPoint and Excel.
• Strong written communication and ability to collate and summarise information clearly.
• Ability to handle confidential and sensitive information with discretion.
• Meticulous, organised and able to follow through on tasks and deadlines.
• Independent, resourceful with good interpersonal and stakeholder-management skills.
• Background in science or engineering is an advantage.
• Open to fixed-term contract.

Responsibilities

• Administer research projects including grant proposal submissions and lifecycle reports.
• Support planning and execution of research outreach activities and liaise with industry partners.
• Draft and maintain documentation on the activities and achievements of CEE's research clusters.
• Prepare outreach materials such as presentations, videos and seminars.
• Manage Training Employment Pass (TEP) matters for visiting personnel and coordinate with HR and other offices.
• Coordinate with investigators and offices to ensure timely action and compliance.
• Assist with routine departmental procurement processes.

Skills

Strong written communication

Attention to detail

Meticulous

Organized

Stakeholder management

Education

Diploma or equivalent qualification

Tools

Microsoft Office (Word, PowerPoint, Excel)

Job description

Company description

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

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.
• Fresh graduates without 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.