Manager / Executive, Experience Group (Corporate)

Careers@Gov; Singapore; Hybrid; SGD 40,000 - 60,000; Full time

Job summary

A government organization in Singapore seeks an individual for an administrative support role within the Planning & Development Division of the National Library Board. The successful applicant will manage procurement processes, assist with human resources, and maintain official records in a flexible, hybrid work environment. Candidates must demonstrate process management skills and have relevant experience of two to six years. This position offers a fulfilling opportunity to improve community engagement through library services.

Benefits

Flexible work environment

Professional development opportunities

Supportive work culture

Qualifications

• Two to six years of relevant working experience.
• Good process management, administrative, coordination and time management skills.
• Skills in interpreting user/client information needs.
• Meticulous with the ability to multi-task.
• Good command of English and communications skills.

Responsibilities

• Administer the day-to-day procurement for ExG divisions.
• Collate inputs and review demand aggregation purchases.
• Source and acquire goods and services via various procurement types.
• Monitor and review the usage of budgets.
• Conduct regular housekeeping of assets and official records.
• Coordinate recruitment interviews for part-timer staff.

Skills

Process management

Administrative skills

Coordination skills

Time management

Meticulousness

English communication

Team player

Networking skills

Job description

What the role is

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 can offer you :

• A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
• An opportunity to 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.

You will be part of the corporate team under the Planning & Development Division. You will manage and provide administrative support for the Experience Group (ExG) in areas such as procurement, budgets, temp staff recruitment, assets and records management.

What you will be working on

• Administer the day-to-day procurement for ExG divisions.
• Collate inputs and review demand aggregation purchases, conduct inventory stocktake.
• Source and acquire goods and services via various procurement types (e.g. SVP, Period Contract, ITQ).
• Raise and close purchase requests / orders timely to ensure that all purchases are being accounted for.
• Monitor and review the usage of budgets to ensure that monthly expenses are on track with timely payments and closure of invoices.
• Tracking of PR / PO raised.
• Prepare financial year closing and accrual documents.
• Manage the processing of monthly invoices and reimbursement claims.
• Provide advice and support to divisions on ITQ / ITT / RFQ / DC procurement.
• Manage ExG’s assets and official records.
• Lead in the disposal of IT and non-IT items.
• Manage and maintain group’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 group’s physical and electronic official records, and prepare records disposal request with all supporting documents for approval.
• Manage ExG’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.
• Coordinate recruitment interviews for part-timer staff; arrange interview venue; prepare and verify candidates’ documents and verify monthly billing reports.

What we are looking for

• Two to six years of relevant working experience.
• Good process management, administrative, coordination and time management skills.
• Skills in interpreting user / client information needs.
• Meticulous with the ability to multi-task.
• Good command of English and communications skills (writing and speaking).
• Strong team player, good networking skills.

Work location will be at Geylang East Library. Successful applicant will be appointed on an initial two-year contract.