Temporary Management Support Officer

Job Description

Events Related

•     Assist to draft invitation letters (hardcopy and email) to Speakers/Faculty and Participants
•     Email invitations and collate RSVP responses
•     Coordinate travel arrangements (flights, local transfers, accommodations, per diem, etc) for Speakers/Faculty and Participants
•     Act as the point of contact and first-line customer service representative to participants
•     Raise and submit purchase requisites (for catering, services, etc)
•     Assist to make dinner reservations and arrange for transportation
•     Assist in printing
•     Assist in the registration counter and other assigned duties

Finance

•     Process staff (senior management and above) claims/reimbursement related matters
•     Raise the request for billing and submit to Finance, to generate tax invoice to bill external party on registration fee
•     Raise refund or cancellation request on registration fee
•     Process all invoices/payment and obtain signatures for invoices/payment/reimbursement before submitting to Finance/Procurement department
•     Prepare routing memo if required for Dean’s approval
•     Email follow up with Speakers/Faculty and Participants to obtain the required documents for reimbursement
•     Assist in filing withholding taxes for Speakers/Faculty and Participants who have attended the event
•     Assist in photocopying supporting document, process for payment/reimbursement after each event
•     Obtain quotations and raise Purchase Orders for purchasing requirements.
•     Assist in performing annual asset verification and assist in asset tagging for CoRE and update Finance
•     Assist in keeping track of CoRE fixed asset list

Human Resource Related

•     Assist in updating Visiting Experts and Adjunct Faculty particulars if any (designation etc.)
•     Assist in preparing appointment letters for new visiting experts and renew existing experts contracts with CoRE
•     Assist in following up with HR on expiring Adjunct Faculty contracts
•     Liaise with HR and requestor on ordering new business card

General Admin

•     Assist in ordering stationery, copier papers and mineral water bottles for office/events use
•     Assist to order refreshment/lunch for meetings
•     Assist in arranging CoRE event/retreat
•     Assist in filing, scanning and  photocopying of documents
•     Help send meeting invites, set up meeting rooms, arrange strategic workshops and meeting with consultants

Qualifications

• Min GCE "O" Level and above
• Proficient in basic accounting and possess knowledge of finance-related work such as procurement
• Resourceful, meticulous, organised and independent to deliver high quality work
• Confident and comfortable with handing data and figures
• Have good communication skills and a team player
• Positive and pleasant attitude.
• IT Savvy and are familiar with Microsoft Excel, Words, PowerPoint and Outlook.
• Excellent communication and interpersonal skills

 *We regret that only shortlisted candidates will be notified.

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Covid-19 Message

At NUS, the health and safety of our staff and students are one of our utmost priorities, and COVID-vaccination supports our commitment to ensure the safety of our community and to make NUS as safe and welcoming as possible. Many of our roles require a significant amount of physical interactions with students/staff/public members. Even for job roles that may be performed remotely, there will be instances where on-campus presence is required.

Taking into consideration the health and well-being of our staff and students and to better protect everyone in the campus, applicants are strongly encouraged to have themselves fully COVID-19 vaccinated to secure successful employment with NUS.

More Information

Location: Outram Campus

Organization: Duke-NUS Medical School

Department : Dean's Office

Employee Referral Eligible: No

Job requisition ID : 17612