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