Job Description

Provide support to the Office of Innovation & Entrepreneurship (OIE) in ensuring the smooth day-to-day operations of the Office. The successful candidate will be responsible for the coordination and execution of a variety of business functions including but not limited to the following: -

• Provide secretariat support to Vice Dean, OIE.
  • Calendar management and schedule meetings which involves end-to-end logistical arrangements such as compiling agenda items, sending invites, booking of venue, communicating with stakeholders, ordering food, taking and distributing minutes, and ensuring proper record keeping.
  • Ensure that travel arrangements/bookings are planned smoothly.
  • Assist in raising various claims via internal systems - Concur and eWorkflow.
• Responsible for all procurement related matters within OIE.
  • Provide end-to-end procurement support for purchase requests via the Purchase Request System (PRS) using different procurement approaches such as Small Value Purchases (SVP), Quotation Recommendation & Approval (QRA) and Limited Quotations (PO-LQ) which are compliant to the University’s procurement policies and guidelines, while ensuring timely submission when seeking approvals.
  • Follow up, keep track on purchasing status and assist with submission of invoices to the Central Procurement and Finance Departments as well as maintain proper department’s filing.
  • Be the liaison person between Central Procurement team and end users/requestors.
  • Advice end users/requestors on procurement approach and ensure proper documentation submission for the purchases.
  • Assist in writing approval papers for purchases exceeding specified amount or special purchases/projects.
  • Assist to raise catalogue requisition for users for all purchases through NUS Catalogues.
  • Responsible for planning, preparing and ensuring timely submissions of management reports within the office.
• Be involved in interactive social media platform by assisting the Ecosystem Manager.
• Assist in events coordination for OIE.
• Assist in general administration within the office such as logistical arrangements for visitors, request for visitor's NUS account, Duke-NUS' printers, temporary cards, cubicle keys, etc.
• Perform other related duties incidental to the work described herein or as assigned.

Job Requirements

• Bachelor’s Degree in a related discipline with at least 2 years of relevant administrative experience.
• Prior experience in calendar management and procurement preferred.
• Competent in applying general staff practice and coordinating major administrative functions.
• Meticulous, well-organised and able to multi-task.
• Have good interpersonal skills and decision-making acumen.
• Able to work effectively across different functions, independently and in a team.
• Proficient in Microsoft Office applications, such as Word, Excel and PowerPoint.

We regret that only shortlisted candidates will be notified.

Covid-19 Message

At NUS, the health and safety of our staff and students are one of our utmost priorities, and COVID-vaccination supports our commitment to ensure the safety of our community and to make NUS as safe and welcoming as possible. Many of our roles require a significant amount of physical interactions with students/staff/public members. Even for job roles that may be performed remotely, there will be instances where on-campus presence is required.
In accordance with Singapore's legal requirements, unvaccinated workers will not be able to work on the NUS premises with effect from 15 January 2022. As such, job applicants will need to be fully COVID-19 vaccinated to secure successful employment with NUS.

More Information

Location: Outram Campus Organization: Duke-NUS Medical School Department : Office of Innovation & Entrepreneurship Employee Referral Eligible: No Job requisition ID : 14496