Management Assistant Officer (Funds/Claims) (1-year renewable)

Job Title: Management Assistant Officer (Funds/Claims) (1-year renewable)

University-Level Unit: Yong Loo Lin School of Medicine

Faculty/Department-Level Unit: Paediatrics

Employee Category: Executive & Administrative

Posting Start Date: 08/06/2026

Location_ONB: Kent Ridge Campus

Job Description

This role provides administrative support for the management of research funding and KTP Fund grants within the Department. It ensures effective grant administration, timely processing of claims and payments and compliance with institutional policies and funding requirements.

The KTP Fund was established to support the advancement of paediatric education, research and patient care at NUHS. The role supports the Department, Head of Department (HOD) and Principal Investigators (PIs) in ensuring smooth execution of research activities and proper utilisation of funds.

Support KTP NUS Funds

Provide administrative support to Principal Investigators and HOD in managing KTP NUS research funds

Liaise with Research Office, ODPRT, and Finance on DSRB applications, WBS creation, procurement, payment processing, and cash advance requests

Ensure compliance with NUS policies

Monitor fund utilization, track expenditures, and perform budget reconciliation

Support timely and effective deployment of research funding with proper documentation

Proposal and Fund Management

Manage proposals submitted via FormSG for KTP NUS funding (three calls annually)

Provide administrative support to approved applicants on fund utilization, procurement, and payment processing

Monitor expenditures and reconcile spending against approved budgets

Quarterly Claims Processing

Coordinate quarterly claims process for NUS KTP Fund

Liaise with 1FSS to request claim listings for manpower costs

Verify all claims are supported by valid purchase orders

Ensure accurate billing by NUH

Perform goods receipt upon invoice arrival

Reconcile invoices against remaining purchase order balances

Research Administration and Compliance

Oversee indirect research costs and clinical trial support

Create and manage Internal Orders (IOs)

Maintain departmental research funding repository

Provide administrative support for PI claims and fund utilization

Ensure compliance with institutional and cluster-level policies

Manage timely closure of expired IOs and return of unutilized funds

Departmental Support

Provide operational support during departmental examinations (including circuit staff duties)

Support departmental events and event planning coordination

Perform other duties as assigned by HOD or reporting manager

Qualifications

Diploma level in Business Admin/Finance & Accounting/LCCI Level 3 Advanced Accounting

Basic experience or exposure to finance operations (e.g., invoicing, claims, or accounts receivable) is preferred.

Meticulous with good attention to detail, especially in data entry, documentation and reconciliation.

Able to follow established processes and work independently with guidance, including tracking and follow-through of research funding and claims.

Good organisational and time management skills, with the ability to handle multiple tasks and meet deadlines.

Willingness to learn and develop knowledge in research grant administration and institutional financial processes.

Good communication and interpersonal skills to liaise with faculty, researchers and administrative teams.

Proficient in Microsoft Office applications (especially Excel); familiarity with financial systems (e.g., SAP or equivalent) is an advantage but not required.

Responsible team player with a positive attitude and willingness to support team tasks.

Able to handle confidential information with care and professionalism.

Proficiency in MS Office Suites (Excel, Word, PowerPoint).