Management Assistant Officer (Service Experience)

Job Description

The Management Assistant Officer (MAO) will be part of the Service Experience team, which is responsible for delivering a positive and engaging living experience for all residents under NUS Housing Services (HS). This position supports the vision and mission of Campus Life (Housing Services) by ensuring effective procurement planning and execution. The candidate will be responsible for carrying out procurement processes accurately, efficiently, and in full compliance with university policies, while providing user support and promoting effective communication and collaboration within the team.

The key job responsibilities include, but are not limited to, the following:

Procurement Operations Management

Manage end-to-end processing of Purchase Orders (PO) and Goods Receipts (GR) for Campus Life divisions in accordance with SLAs, ensuring accuracy, completeness of documentation, and use of proper approving authorities, including Purchase Order (PO) amendments and cancellations.

Inventory and Asset Management

Oversee procurement of IT equipment, peripherals, pantry supplies, and stationery for Housing Services, including HQ and for Kent Vale. Conduct IT Fixed Asset stocktakes and maintain accurate asset records in compliance with University policies.

Documentation, Reporting, and Compliance

Maintain proper e-filing, archiving, and sharing of procurement documents on NUS platforms. Monitor Approved Purchase Value (APV) balances, perform compliance checks on submissions, and support adherence to procurement policies and internal controls.

Policy, SOP, and Service Quality Support

Support the establishment, review, and monitoring of departmental policies, standard operating procedures (SOPs), internal controls, and service quality standards, including rental policies, general information, and operational frameworks.

User Support and Capability Building

Provide guidance on supplier registration and e-invoice creation via Ariba. Develop self-help resources such as FAQs, share best practices, and support customer experience training and gap-analysis initiatives.

Strategic Planning and Digital Transformation

Support strategic and long-term planning initiatives, including facilitation of planning workshops. Drive innovation, technology enhancement, and digitalisation of business processes to improve operational efficiency.

Customer Experience and Stakeholder Collaboration

Enhance the overall housing experience for students and faculty by supporting daily operations across touchpoints such as the Call Centre, NUService Hub, website management, and property reviews, while collaborating with University stakeholders to deliver integrated and consistent services.

Any other duties as required by the Director.

Qualifications

• Diploma in Hospitality Management, Procurement, Business and Management or equivalent.
• Experience in procurement processes and systems, preferably within a university or large organization setting.
• Good data literacy skill with the ability to analyze, interpret data for operations and practical applications.
• Good teamwork, strong interpersonal and public relations skills to work effectively with various departments and colleagues from different level.
• Passionate in working with a diverse population comprising staff, students, customers and stakeholders.
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office (Powerpoint, Word and Excel).
• Adaptive, with good monitoring skills and able to perform under stressful environment.
• Meticulous and analytical in information gathering and resource support.