Job Description

Reporting to the Director of Smart Technologies Laboratory, the programme/project manager will be responsible for the operation and administration of the laboratory, and the management of the research projects under the laboratory.As the only administrative incumbent in the Smart Technologies Lab, you shall manage and administer a full range of research manpower, grant, finance, and procurement functions to ensure the smooth operation of the laboratory.Business Operation and AdministrationOversee the broad spectrum of strategic planning and spearhead forward-thinking initiatives to expand the business of the Joint Lab.Advocate administrative and secretariat support of the Director.Proactively evaluate potential project risk and propose mitigation strategies to minimise distruptions.Forge partnerships and collaborations with various stakeholders, both internally and externally.Manage day-to-day business operations, including general office logistical and operational matters to ensure that smooth operations including space management and office/ key allocation, renovations, meeting room and office/ pantry supplies etc.Oversee and execute logistical support for events (venue, F&B, programme etc) and support for visitors including processing required paperwork for academic visitors.Spearhead the coordination for key meetings, tracking of KPIs and deliverables, prepare management reports and presentation slides.Undertake any assignment from the Director.Research ManpowerFormulate and execute robust HR strategies of research resources including manpower planning, timely hiring, performance appraisal and promotion, leave administration, contract renewals, training & development etc.Establish Expenditure on Manpower (EOM) tracking and ensure effective utilization of the project budget.Evaluates and enable the crucial projects\' manpower demands and cultivates a collaborative work environment with various departments in prioritising clearance and other necessary parameters.Grant ManagementOversee and manage the entire cycle of research projects under the laboratory in accordance with both NTU\xe2\x80\x99s and the funding agency\xe2\x80\x99s stipulated guidelines and policies.Coordinate the conceptualisation of research agreements and proposals, including collaborating with internal departments and external parties and faculty Principal Investigators (PIs)Work closely with stakeholders on all change requests.Support the Director and PIs to prepare progress/final reports, tracking deliverables and KPIs.Enforce prudent grant management including of tracking and close all research projects, ensuring any deficit is effectively follow-up.Finance and ProcurementOversee all financial operations including financial reporting and analysis, budget preparation and expenditure monitoring, procurement processing and payments, audits, and asset management.Strategise and partner closely with the Director and Principal Investigators (PIs) to ensure optimal and efficient utilization of the budget, aligning financial resources with complex project goals and priorities.Coordinate and facilitate interactions with the appointed auditor to ensure full compliance with stringent grant requirements, proactively addressing discrepancies and ensuring timely resolution.Verify purchases and claims based on approved and available budgets in compliance with NTU\xe2\x80\x99s and grantor\xe2\x80\x99s funding requirements.Undertake general purchases, perform good receipts, follow-up on any invoicing matters and review and close open POs to ensure accuracy and accountability.Manage claims, including business travels requests and claims and reimbursements, ensuring all transactions comply with relevant policies and procedures.Requirements:Degree qualification or equivalent from a recognized institutionMinimum 3 years relevant working experience, preferably in a finance, research or Institute of Higer Learning (IHL) environment.Knowledge of grant administration is preferred. Familiarity with HR, office administration, procurement/finance, grant administration and logistics operation and activitiesFamiliarity with RISE, Workday, Ariba and SAP Hana systems will be advantageous.Good planning, organizational and problem-solving skillsStrong interpersonal skillsGood written and oral communication skillsGood time management skillsFlexibility and Adaptability in a fast-paced environmentIT savvy with good knowledge in Microsoft Office ApplicationsHiring Institution: NTU

Nanyang Technological University