Management Assistant Officer

Job Description This role provides administrative support for the management of research funding and KTP Fund grants within the Department. It ensures effective grant administration, timely processing of claims and payments and compliance with institutional policies and funding requirements. Support KTP NUS Funds - Provide administrative support to Principal Investigators and HOD in managing KTP NUS research funds - Liaise with Research Office, ODPRT, and Finance on DSRB applications, WBS creation, procurement, payment processing, and cash advance requests - Ensure compliance with NUS policies - Monitor fund utilization, track expenditures, and perform budget reconciliation - Support timely and effective deployment of research funding with proper documentation Proposal and Fund Management - Manage proposals submitted via FormSG for KTP NUS funding (three calls annually) - Provide administrative support to approved applicants on fund utilization, procurement, and payment processing - Monitor expenditures and reconcile spending against approved budgets Quarterly Claims Processing - Coordinate quarterly claims process for NUS KTP Fund - Liaise with 1FSS to request claim listings for manpower costs - Verify all claims are supported by valid purchase orders - Ensure accurate billing by NUH - Perform goods receipt upon invoice arrival - Reconcile invoices against remaining purchase order balances Research Administration and Compliance - Oversee indirect research costs and clinical trial support - Create and manage Internal Orders (IOs) - Maintain departmental research funding repository - Provide administrative support for PI claims and fund utilization - Ensure compliance with institutional and cluster-level policies - Manage timely closure of expired IOs and return of unutilized funds Departmental Support - Provide operational support during departmental examinations - Support departmental events and event planning coordination - Perform other duties as assigned Qualifications - Diploma level in Business Admin/Finance & Accounting/LCCI Level 3 Advanced Accounting - Basic experience or exposure to finance operations (e.g., invoicing, claims, or accounts receivable) is preferred - Meticulous with good attention to detail - Able to follow established processes and work independently - Good organisational and time management skills - Willingness to learn research grant administration - Good communication and interpersonal skills - Proficient in Microsoft Office applications (especially Excel) - Familiarity with financial systems (e.g., SAP or equivalent) is an advantage