Executive/Senior Officer/Officer, Administration

2 days ago

Singapore National Library Board Full time

What the role is:
The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.
At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.
We can offer you:
A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.
Manage and provide administrative support for Archives and Libraries Group (ALG) in areas such as temp staff & vendors management, assets & records management, and buildings.
What you will be working on:
Administer the day-to-day building, facility and system matters

  • Monitor and review building and facilities, and system faults to ensure timely resolution
  • Maintain building security and access (e.g. manage key inventory control)
  • Manage and update crisis and emergency documentations (e.g. call-tree)
  • Facilitate booking of facilities for meetings and provide event support
  • Conduct regular housekeeping and audits

Manage division’s or branch’s assets and official records

  • Manage and maintain division’s or branch’s assets and official assets assigned to staff
  • Prepare asset condemnation request with all supporting documents for approval
  • Manage and maintain division’s or branch’s physical and electronic official records, and prepare records disposal request with all supporting documents for approval.
  • Conduct regular housekeeping of assets and official records and ensure timely disposal of unwanted asset or outdated records
  • Support and update of branch map directory on a quarterly basis

Manage division’s or branch’s human resource matters and staff welfare

  • Manage and update division’s or branch’s organisational chart, and staff movement (joining and leaving service), and other HR-related matters
  • Facilitate the relevant building and system access rights for new staff
  • Manage and update building and system access rights of staff
  • Manage and participate in staff welfare activities supporting arrangement of gift-in-kind under staff benefits scheme (hospitalisation, maternity, marriage)
  • Conduct and manage staff induction for new/transfer staff on Admin, Finance, HR and Building matters
  • Coordinate recruitment interview for part-timer staff; arrange interview venue; prepare and verify candidates’ documents and verify monthly billing reports

Administer day to day finance function for branch
- Prepare, verify, submit Daily Finance Settlement Report and maintain records of finance report
What we are looking for:
Good process management, administrative, coordination and time management skills
Skills in interpreting user/client information needs
Meticulous and ability to multi-task
Good command of English and communications skills (writing and speaking)
Strong team player, good networking skills
Work location will be at the National Library Building.
Successful applicant will be appointed on an initial two-year contract.
About National Library Board
To each reader, the library is a window to a vibrant imagination and exciting possibilities. For families, the library experience occupies a special in their hearts and of memories collected over generations. Libraries hold a special and familiar place in each of our hearts. NLB seeks to provide a trusted, accessible and globally-connected library and information service so as to promote a knowledgeable and engaged society. If you share our passion to create memorable library experiences for all our readers, we invite you to join the NLB family.
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