Management Assistant Officer (Operations)

Job Title: Management Assistant Officer (Operations)

University-Level Unit: College of Design and Engineering

Faculty/Department-Level Unit: Civil and Environmental Engineering

Employee Category: Executive & Administrative

Posting Start Date: 26/10/2026

Location_ONB: Kent Ridge Campus

Job Description

To provide comprehensive and timely administrative support for the Department of Civil and Environmental Engineering (CEE)s research portfolio, with a primary focus on grant life-cycle administration, research coordination and outreach, and departmental procurement. The role serves as a key administrative interface among funding agencies, academic staff, external stakeholders, and University offices, ensuring accurate records, timely submissions, policy compliance and effective stakeholder coordination.

Duties & Responsibilities

Research admin and outreach

• Administer research projects hosted or co-hosted by CEE, including maintaining the departmental research portfolio; coordinating grant proposal submissions; supporting the full grant life cycle from account setup to project closure and audit; preparing financial, progress and audit-related reports for funding agencies and auditors; and maintaining accurate grant records and data.
• Support the planning and implementation of CEE research outreach and engagement activities, including emerging research initiatives, research cluster activities and liaison with industry partners.
• Provide support in drafting, collating and maintaining documentation on the activities and achievements of CEE's research clusters.
• Collate data and support the planning, design and preparation of research outreach materials, including departmental presentations, videos, research publications, seminars, webinars, and research website content and updates.
• Administer Training Employment Pass (TEP) matters for visiting research personnel, including new applications and renewals; coordination with Principal Investigators, Human Resources and relevant University offices; monitoring pass validity; ensuring timely action and compliance with University and Ministry of Manpower requirements; and maintaining accurate records.
• Perform other duties as assigned.
  
  

Department procurement

• Support procurement activities for routine departmental operations, ensuring that documentation and processes comply with University policies and required timelines
  
  

Job Requirements

• At least a recognised diploma or equivalent qualification.
• Candidates with no experience are welcome to apply; relevant experience in research, grant or general administration would be an advantage.
• Proficiency in Microsoft Office, particularly Word, PowerPoint and Excel, including pivot tables and lookup functions.
• Strong written communication skills, with the ability to collate, organise and summarise information clearly and accurately.
• Ability to handle confidential and sensitive information with discretion.
• Meticulous, organised and able to follow through on tasks and deadlines.
• Independent, resourceful and resilient, with good interpersonal and stakeholder-management skills.
• A background in science or engineering would be an advantage.
• Values teamwork and can also work independently.
• Open to fixed-term contract.