Executive / Senior Executive (Operations)

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:

Job Description

Hosted by the National University of Singapore (NUS), the Coastal Protection and Flood Resilience Institute (CFI) Singapore conducts interdisciplinary research on coastal protection, flood risk management, and climate-resilient infrastructure, supporting Singapore's long-term climate adaptation strategy. We are looking for enthusiastic individuals to join our growing team and contribute to building a resilient future for Singapore and the region.

The Executive / Senior Executive (Operations) provides administrative and operational support to the CFI SG Programme Office and CFI-hosted projects. The role supports procurement and finance administration, fixed asset administration, and office operations and logistics. The position will work closely with the CFI administration team, project teams and relevant NUS offices to facilitate smooth and timely administrative processes.

a) Procurement & Finance

• Coordinate procurement and documentation for CFI-hosted projects, liaising with project teams, vendors and relevant NUS offices.
• Manage procurement for the CFI SG Programme Office, including office supplies and events.
• Support CFI grant claims, including collation of supporting documents and follow-up.
• Coordinate visiting expert arrangements and overseas travel for the CFI SG Programme Office and CFI-hosted projects.

b) Fixed Asset Administration

• Maintain and track CFI assets held at NUS and partner institutions.
• Coordinate asset verification, transfer, disposal and other required follow-up actions.
• Support CFI-hosted project teams on asset administration throughout the project lifecycle.

c) Office Operations & Logistics

• Coordinate facilities and maintenance matters for the CFI SG Programme Office.
• Manage door-access applications, seating arrangements and other office requirements.
• Coordinate researcher onboarding and offboarding logistics, including allocation and return of workspaces and office equipment.

d) General Administration

• Maintain administrative records and provide operational support for CFI activities.
• Contribute to general office duties and CFI-wide activities, including office bonding events on a rostered basis with the CFI admin team.
• Perform other duties as assigned by the Manager (Admin Lead) or CFI Directors.

Qualifications

• Bachelor's degree in Business Administration or a related discipline.
• Relevant experience in administration, operations, procurement or project support would be advantageous.
• Good organisational and coordination skills, with attention to detail and ability to follow through on tasks.
• Proficient in Microsoft Office applications.
• Good communication and interpersonal skills, with the ability to work effectively with researchers, colleagues, vendors and other stakeholders.
• Able to work independently and manage multiple tasks and timelines.
• Experience in a university, research institute or similar environment would be an advantage.

Please note that only shortlisted candidates will be notified.