Senior Associate, Office of Grants Administration

A*STAR - Agency for Science, Technology and Research; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

The A*STAR Office of Grants Administration seeks a Senior Associate to provide secretarial, administrative and logistical support for grant review meetings, events and internal activities. You will coordinate communications with internal and external stakeholders and assist with procurement and back-office tasks.

The role requires meticulous organisation, the ability to manage multiple workstreams, and willingness to travel between two locations across time zones.

Qualifications

• At least 5 years’ experience, preferably in public sector.
• Meticulous, well-organised and detail oriented.
• Able to manage multiple workstreams concurrently.
• Able to communicate well with internal and external stakeholders.
• Willing to travel between two locations and across time zones.

Responsibilities

• Provide secretarial, administrative and logistical support for grant review meetings and related events.
• Coordinate grant communications including queries, circulars and dissemination of information.
• Manage grant processes and documentation: data collation, checks, progress reports and audits.

Skills

Grant administration

Event management

Stakeholder communication

MS Office proficiency

Attention to detail

Time-zone coordination

Tools

MS Office

Job description

The Office of Grants Administration serves to provide oversight in grants management and compliance, in order to promote effective stewardship of the approximately SGD$2B of RIE funds managed per tranche by A*STAR as an Implementing Agency or as a Grant Intermediary/Coordinating Office.

The responsibilities of the Senior Associate include, but is not limited to, the following:

Secretarial, Administrative and Logistical support

• Support for grant review meetings, including scheduling, material collation, venue booking, online meeting coordination, meeting setup, catering, travel, accommodation and flight arrangements for reviewers.
• Support for ecosystem grant events such as roadshows and briefings on grant policies and funding initiatives
• Support for internal A*STAR events such as training workshops and engagement sessions
• Support for OGA administrative matters such as procurement and other back office tasks.

Grant Communications

• Front general communications on grant queries to internal and external stakeholders
• Coordinate and tracking of responses from other grant OICs for queries on specific grant schemes or processes
• Preparation and dissemination of eDMs and other grant circulars

Grant Processes and Documentation Management

• Collation and first level checking of grants documentation:
  • Proposal completeness and PI debarment checks
  • Progress report submission and KPI verification checks
  • Claims checks
• Data collation and cleaning for grant reports
• Updating and upkeep of data entries on digital systems
• Archiving of grants documentation
• Assisting grant OICs and grant Heads in audits
• Assist internal and external stakeholders with routine grant administration issues

Requirements

• At least 5 years’ experience, preferably in public sector, with at least 3 years’ experience in event management, administrative and/or grants support
• Meticulous, well-organised and detail oriented
• Able to manage multiple workstreams concurrently
• Able to work collaboratively and communicate well, both written and oral, with internal and external stakeholders
• Willing to work across different time zones and travel between two locations
• Proficient in MS Office suite applications, general IT applications, data collation and cleaning
• Experience with event management, grants administration and/or government administration will be an advantage