Senior Executive, Grant Administration

3 days ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time

The Institute for Digital Molecular Analytics and Science (IDMxS) is a new, unique interdisciplinary Research Centre of Excellence (RCE), funded by the Ministry of Education in Singapore, Nanyang Technological University, and National University of Singapore. Hosted by NTU in partnership with NUS, IDMxS is the world's first organized effort focused on interfacing the biological and living world with the world of information technology and data science while providing fundamental scientific development grounded in materials science, optics, and interfacial chemistry.

The Senior Executive (Grant Administration) will support the financial and administrative aspects of research grants awarded to IDMxS. By ensuring adherence to grant administration guidelines and compliances, this appointee will contribute to the effective functioning of IDMxS, supporting research activities, ensuring compliance with regulatory requirements and reporting deadlines, as well as spending restrictions.

Key Responsibilities:
  • Support the submission of project/grant applications, RISE project variations, creation, and closing of awards.
  • Reviewing, editing grant proposals, and communicating the approved budget to PIs.
  • Evaluate grants to ensure they align with funding guidelines and requirements.
  • Provide first-level financial advisory support to PIs, funding agencies, researchers, and/or other units within NTU on research grants.
  • Ensure expenses are charged to the correct WBS.
  • Serve as the primary point of contact for all external grant administration, budget monitoring, and reporting matters.
  • Collaborate with PIs on verification of grant information, quarterly budget forecasts, and compilation of progress reports.
  • Work closely with internal and external shared services on all grant-related matters such as WBS creation, PID creation, budget allocation, and system updates.
  • Follow-up with the grantor on the disbursement of funds to NTU.
  • Identify potential grant opportunities for IDMxS.
Research Support Administration:
  • Administer approval for purchase requisitions within the ARIBA system.
  • Provide administrative support for finance coding, submission of Non-PO invoices, Intra-billings, and raise journal postings.
  • Prepare quarterly MOE claims submissions for the Finance Manager to verify.
  • Support the Finance Manager with audit-related matters as and when required.
  • Collaborate with PIs and HRBP on manpower hiring-related activities.
  • Assist PIs with preparation of necessary paperwork for new hires, contract renewal, job upgrades, and funding checks across all new and existing hires within the Centre.
  • Create WBS and PID for all manpower needs.
  • Provide administrative support to the Co-Director and Deputy Directors, including scheduling of meetings/appointments, coordinating travel arrangements, and submission of expenses claims (when required).
  • Perform any other ad-hoc duties assigned by senior leadership.
Requirements:
  • Bachelor's degree in Finance or Business Administration, or a related field from a recognized University/IHL.
  • Minimum 1-2 years of experience in grant administration.
  • Experience in research benchmarking (e.g., calculating H-index, FWCI-index) and knowledge of end-to-end grant management will be advantageous.
  • Excellent oral and written communication skills.
  • Strong organization and analytical skills.
  • Meticulous and pays close attention to details.
  • Ability to engage and collaborate with senior leadership.
  • Capability to collaborate effectively with individuals of diverse levels of expertise and cultural backgrounds.
  • Excellent problem-solving skills and analytical skills to drive continuous improvement.

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU

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