Executive / Senior Executive, Administration (Library & Information Services Centre) [NIE]

4 weeks ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
The National Institute of Education (NIE), Singapore, is Singapore's national teacher education institute and we are proud to be an integral part of the nation's education service. We play a key role in the preparation of teachers and in the provision of teacher professional and school leadership development programmes. We are committed to our vision of being An Institute of Distinction: Leading the Future of Education and our mission to Inspire Learning, Transform Teaching and Advance Research. Read more about NIE here.

The National Institute of Education Library and Information Services Centre seeks a driven, innovative, and service-oriented Executive/Senior Executive, Administration to join our team. This role is pivotal in handling finance and administrative tasks, including budgeting, expense tracking, purchase and payment processes, providing secretariat support for meetings, and ensuring smooth and effective work operations. We invite applications from individuals keen to contribute to a dynamic academic environment.

Key Responsibilities

Financial and Budget Administration
  • Monitor and track department budgets throughout the fiscal year.
  • Administer departmental purchase, payment, and invoice processes, ensuring accuracy and timely execution.
  • Monitor and report monthly expenses, ensuring compliance with budgetary and procurement policies.
  • Address financial issues, including discrepancies in expenses, payments, and accounting matters.
  • Handle agreements, payments, and related documentation for the department.


Project Management Support
  • Collate work plans, progress updates and schedules of library projects.
  • Manage the department's shared calendar to ensure efficient scheduling and coordination.


Event Support
  • Procure and prepare refreshments for events.
  • Manage logistics and coordinate venue preparation.
  • Coordinate event schedules and manage attendee lists.


Department Learning Administration
  • Serve as the training coordinator and billing contact with course providers.
  • Keep track of staff training activities and records.
  • Monitor and maintain the training budget to ensure effective allocation of resources.


General Administration
  • Assist with organising meetings and providing secretariat support.
  • Oversee fixed asset management and conduct regular audit checks.
  • Maintain and monitor inventories of office supplies and other departmental resources.
  • Coordinate arrangements for onboarding new staff and handling exit procedures for departing staff.


Requirements
  • A Polytechnic Diploma in Business Administration, Finance, or a related field.
  • Experience with procurement and administrative processes is preferred.
  • Proficiency in MS Office applications for administrative tasks, report preparation and presentations.
  • Work experience in academic Library would be advantageous.
  • Excellent interpersonal communication (oral and written) and organisational skills, with the ability to collaborate effectively with colleagues within the library, NIE, and external communities.
  • A keen learner who is adaptable, innovative, and capable of working both independently and as part of a team.


Closing Date
The closing date of the advertisement is 29 August 2024. We regret that only shortlisted candidates will be notified.

Other Information

NIE staff can take chartered buses at their own expense from or near their home to the NIE campus. This is subject to the availability of seats.

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