Job Description

NUS Cities is an interdisciplinary centre hosted within the College of Design and Engineering (CDE). It aims to be an open and inclusive platform for Education, Research, and Advisory Services with a team of faculty, experts and seasoned practitioners from NUS and other private and public institutions, both locally and internationally. Reporting to the Corporate Admin Lead, the ideal candidate will be part of a dynamic team, working closely with management, educators, and researchers, and empowered to drive our missions forward. 

Duties & Responsibilities

The job scope includes, but not limited to the following:

Operations & Administration
•    Take directions from the Corporate Admin Lead to provide comprehensive administrative and operational support to ensure the smooth day-to-day functioning of the Centre.
•    Oversee office administration and facilities management, including coordinating maintenance requests, liaising with service providers, and ensuring the availability of office supplies and equipment.
•    Maintain the Centre's asset inventory and oversee the issuance, tracking, and return of office assets.
•    Coordinate official travel arrangements for staff, including flight and accommodation bookings, travel logistics, and related administrative support.
•    Liaise with internal departments, vendors, service providers, and external stakeholders to facilitate operational requirements.
•    Undertake other administrative and operational duties, projects, and initiatives as assigned.
•    Support staff onboarding and offboarding processes, including preparing office equipment, coordinating staff access, maintaining staff records, and managing the return of Centre assets.

Finance & Procurement
•    Support the Centre's financial and procurement functions by sourcing quotations, raising purchase requisitions, processing invoices, payments, reimbursements, and claims.
•    Monitor project budgets and Work Breakdown Structure (WBS) accounts by tracking expenditure and ensuring financial transactions are accurately recorded.
•    Coordinate procurement for operational and programme-related requirements, including catering, transportation, and other services.

Programme & Digital Support
•    Provide administrative support for Undergraduate programmes, including pre-semester and post-semester data preparation, coordination, and programme-related logistics.
•    Maintain and update the Centre's website, including staff profiles, announcements, and other digital content.
•    Support Centre events, programmes, and other initiatives through administrative coordination and stakeholder engagement.

Qualifications

•    Excellent team player with good time management and tracking skills to coordinate with stakeholders from various entities, both internal and external. 
•    Dynamic, innovative, collaborative, resilient and strive in a start-up environment.
•    Strong oral and written communication skills.
•    Experience with website design and social media account management will be an advantage.
•    Experience in graphics designs and video/photo editing software will be an advantage.
•    Experience in higher education will be an advantage.
•    Candidates with more years of relevant experience will be considered for Senior Executive position.