Manager/Executive, Experience Group (Corporate)

National Library Board; Singapore; Hybrid; SGD 40,000 - 60,000; Full time

Job summary

A prominent library organization in Singapore is seeking an experienced administrative professional to manage procurement, assets, and HR matters within its ExG divisions. The ideal candidate should have 2-6 years of relevant experience, excellent communication skills, and the ability to handle multiple tasks. This role offers a chance to impact the community in a dynamic work environment, providing growth opportunities and professional development. Initial contract duration is two years.

Benefits

Flexible work environment

Investment in staff development

Supportive colleagues

Qualifications

• 2-6 years of relevant working experience.
• Meticulous with the ability to multi-task.
• Good command of English.

Responsibilities

• Administer day-to-day procurement for ExG divisions.
• Manage ExG's assets and official records.
• Handle HR-related matters and staff welfare.

Skills

Process management

Administrative coordination

Time management

Communication skills (verbal and written)

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.

What 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.

About National Library Board

To each reader, the library is a window to a vibrant imagination and exciting possibilities. For families, the library experience occupies a special in their hearts and of memories collected over generations. Libraries hold a special and familiar place in each of our hearts. NLB seeks to provide a trusted, accessible and globally-connected library and information service so as to promote a knowledgeable and engaged society. If you share our passion to create memorable library experiences for all our readers, we invite you to join the NLB family.