Temporary Management Support Officer

**Events Related**
- 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

**Finance**
- 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
- 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

**Qualifications**:

- 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

**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