Job Description

[What the role is]

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.




At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.


We can offer you:


A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery. An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives. An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.


You will plan and manage administrative and contractual details to ensure that NLB premises are well managed and maintained, contributing to a high standard of building services and the provision of a conducive environment, to support the delivery of a comprehensive suite of library products and services.

[What you will be working on]

Plan and manage the contracts which includes calling of contracts, oversee the execution of contracts and renewal/termination of contracts. This includes the management of the IFM (Integrated Facility Management) contract. Prepare all contract specs prior to renewal of contract to ensure the work scope is clearly spelt out, frequency of inspection is reviewed, LDs sum revised, equipment inventor list is updated, and contract clauses are relevant and current. Track key performance indicators, manage maintenance budget and ensure quality maintenance standards and services Check and verify accurate info for service reports and perform goods receipt procedure for various contracts (i.e. ad-hoc projects, maintenance). Involve in audit exercise with various stakeholders. Collate and review required document and ensure accuracy for auditor's review. Manage and support the Building and Facilities Maintenance (BFM) Clusters to coordinate the various BFM projects as a Project Management Office. Lead/assist in writing and managing simple Invitation to Quote (ITQ). Plan and implement operational management to optimize maintenance performance of NLB premises. Manage and conduct regular meetings with Facilities Management Contractor (FMC) and vendors to resolve administrative issues regarding contract management, project management, and financial management. Analysing data to review administrative faults, late submissions that are frequent in nature and jointly work out solutions with FMC & vendors to improve administrative processes. Ensure Statutory Licenses are renewed on time e.g electrical license, lift license and water tank cleaning/Sterilization Plan and manage the budget with inputs from both BFM Clusters. Work out the detailed budget, its utilization plans, and monitor its expenditures properly. Coordinate among the other administrators to ensure the smooth running of the administrative services. Monitor Purchase Requisitions (PR) to be raised for all purchases, ITQs, and GeBIZ Tenders. Verify and certify all claims/invoices. Monitor and ensure target budget utilization are met. Manage or assist Clusters team-mates in collaborative projects with other public agencies to achieve common alignment towards Whole of Government (WOG) objective/targets. These include and are not limited to, implementing enhancement on air-con systems, co-ordinate yearly structural inspection of public libraries and renewal of certifications.

[What we are looking for]

Preferably with 3 years of relevant experience with strong project, contract, finance and/or procurement management skills. Self-motivated, meticulous and analytical Collaborative with good interpersonal and people management skills Strong communications skills with a good command of written and spoken English Competent and goal-driven with good technical knowledge Able to think well on the job, multi-task and work under pressure Certification(s) in Fire Safety, Green Mark, Water Efficiency and Project Management Professional are added advantage.
The successful applicant will first be appointed on a 2-year contract basis.


Please be informed that only shortlisted candidates will be notified.