Temporary Admin Assistant for AI Singapore
Job Description
AI Singapore (AISG) is a national AI programme launched by the National Research Foundation (NRF), Singapore, to build and anchor deep national capabilities in AI. AISG is supported through a government-wide partnership including the NRF, Ministry of Digital Development and Information (MDDI), Infocomm Media Development Authority (IMDA), Economic Development Board (EDB) and Enterprise Singapore (ESG). We bring together research institutions and the vibrant ecosystem of AI start-ups and companies to support impactful research, develop talent, and power Singapore's AI efforts.
We are sourcing for a Temporary Admin Assistant to support the Administration Team in delivering smooth and efficient daily operations. The role will support administrative functions across Facilities, Finance, Grant Administration, Procurement, and Human Resource, as well as general office administration.
The incumbent also provides coordination support for projects and events, ensuring effective communication and execution of AI Singapore’s operations.
Duties and Responsibilities
- Provide end-to-end administrative and operational support to ensure smooth daily office functions, including coordination of document management (filing, scanning, printing and shredding), courier/mail handling, and upkeep of a professional, well-organised office environment.
- Coordinate and monitor facilities and inventory management, ensuring office assets (e.g. laptops, monitors, stationery) and office supplies are well-maintained, ensuring data accuracy and accountability of inventory records, and proactively identify improvements to enhance tracking processes and efficiency.
- Oversee assets and office equipment administration, ensuring proper labelling, accurate documentation, and adherence to organisational policies and audit requirements.
- Execute asset condemnation and disposal process for fixed and non-fixed assets (e.g. equipment and furniture), including conducting measurements, verification checks, and timely updates of asset records.
- Provide administrative support to Finance functions, including preparation of journal templates, creation of Business Partners, maintenance of WBS listings, and handling of ad hoc assignments.
- Administer grant claim verification and receipt processes, ensuring accuracy and timely review in accordance with funding requirements.
- Support procurement and vendor coordination activities by raising purchase requests, sourcing and liaising with vendors/suppliers, managing delivery receipt and distribution of office & pantry supplies.
- Coordinate HR administrative processes, maintaining accurate and up-to-date staff records, and while supporting end-to-end onboarding and offboarding activities.
- Serve as a coordination point for cross-functional administrative matters across Facilities, Finance, Grant Administration, Procurement, and Human Resource, ensuring effective communication, timely follow-up and completion of any relevant ad hoc tasks assigned.
- Task tracking and follow-through, ensuring deadlines are met and stakeholders are well informed of progress.
- Assist in office relocation.
Qualifications
- Minimum GCE ‘O’ Levels and above.
- Possess a pro-active, hands‐on attitude and willing to take on new tasks and challenges.
- Able to manage multiple tasks and meet deadlines.
- Proficient in Microsoft Office applications, especially in MS Word & MS Excel.
- Meticulous with strong attention to details.
- Strong professional communication skills both written and spoken.
- Able to commit full-time hours during the contract period.
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