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Temporary Management Support Officer

Date: 01-Mar-2023

Location: DUKE-NUS MEDICAL SCHOOL, Outram Campus, SG

Company: National University of Singapore

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



  •     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


  • 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.

By submitting this application, you acknowledge that you have read and agree to our terms relating to Personal Data Protection.

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