Job Description

• Manage the centre’s facilities, resources and office supplies to ensure smooth daily operations.
• Monitor and purchase office stationery and pantry items.
• Procure of goods and services including the preparation of requirements specifications, raise purchase requests, and contract management.
• Assist Deputy Director/Manager to perform financial administration such as project billing, invoices, file claims.
• Maintain proper tracking of expenditures and reconciliation of accounts for reporting to stakeholders.
• Track and publicise the achievements from the centre.
• Monitor and maintain grantor reporting schedules and requirements.
• Collect and maintains proper documentation of all auditable records.
• Prepare relevant reports and presentations for submission to funding agencies and management.
• Provide secretariat support to meetings organised by the research centre as required.
• Assist Deputy Director/Manager to plan and execute events (for examples, seminars, workshops, conferences, team bonding activities) including booking of venue, arrangement of food and beverage, and other logistics such as furniture and audio-visual equipment.
• Handle the logistics for meetings, such as booking of rooms and preparation of refreshments (when needed).
• Coordinate travel arrangement, accommodation, TEP application, visa letters and hotel reservation for researchers and overseas guests.
• Carry out on-boarding procedures for new starters such as seat assignment, publish profile on website, issuance of laptop, IT & system accounts and security pass.
• Maintain, stock take and track all research assets, supplies and materials and provide regular reports as required.
• Carry out other administrative duties assigned to meet the stakeholders’ expectations.

• Diploma in any field of study.
• High level of initiative and result-oriented, with the ability to set, meet and exceed goals.
• Outgoing personality with good interpersonal skills, and high motivation to learn.
• Good problem-solving skill with the ability to establish work priorities and carry out duties with minimal supervision.
• Good writing and communication skills.
• Ability to work collaboratively with staff and the research community from within and across departments.
• Basic proficiency in meeting minutes writing
• Basic ability to use charts, graphs and infographic design for report and presentation.
• Digitally savvy, able to pick up new applications and digital services quickly.