Management Assistant Officer (Funds/Claims) (1-year renewable)

The National University of Singapore is hiring a Management Assistant Officer (Funds/Claims) to provide administrative support for research funding and KTP Fund grants. Responsibilities include grant administration, claims processing, budget reconciliation, and ensuring compliance with policies. The role also involves managing proposals, monitoring expenditures, and supporting departmental events. Candidates should have a diploma in Business Admin/Finance and some exposure to finance 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
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.
The KTP Fund was established to support the advancement of paediatric education, research and patient care at NUHS. The role supports the Department, Head of Department (HOD) and Principal Investigators (PIs) in ensuring smooth execution of research activities and proper utilisation of funds.


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 (including circuit staff duties)
Support departmental events and event planning coordination
Perform other duties as assigned by HOD or reporting manager

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, especially in data entry, documentation and reconciliation.
Able to follow established processes and work independently with guidance, including tracking and follow-through of research funding and claims.
Good organisational and time management skills, with the ability to handle multiple tasks and meet deadlines.
Willingness to learn and develop knowledge in research grant administration and institutional financial processes.
Good communication and interpersonal skills to liaise with faculty, researchers and administrative teams.
Proficient in Microsoft Office applications (especially Excel); familiarity with financial systems (e.g., SAP or equivalent) is an advantage but not required.
Responsible team player with a positive attitude and willingness to support team tasks.
Able to handle confidential information with care and professionalism.
Proficiency in MS Office Suites (Excel, Word, PowerPoint).