Institute Operations & Administration Manager

Position Overview:

The candidate will work at the Coastal Protection and Flood Resilience Institute (CFI) Singapore at the National University of Singapore (NUS) for day-to-day operations, human resource, finance and procurement.

The role will be responsible for day-to-day management of administration and oversee programmatic operations, working closely with the Director (Operations) and Director (Research).

The candidate will be the key go-to person for both strategic and operational administrative tasks, functioning as a liaison between CFI Singapore and NUS stakeholders in setting up and managing critical frameworks and initiatives aligned to support the Institute’s vision, objectives and day-to-day operations.

The position requires excellent interpersonal and writing skills, a high level of organization, diplomacy, creativity, focus, ability to work under tight deadlines, and familiarity with institutional and research environments.

Key Responsibilities:

Administration:

• Lead and direct the administrative team to enhance CFI Singapore’s operational processes, ensuring seamless interactions with NUS CDE and other central offices.
• Provide expert guidance and mentorship to research staff, aligning procedures with CFI Singapore’s strategic focus.
• Manage office maintenance and space allocation to create an efficient working environment.

Finance:

• Oversee the development and management of operating and research budgets, providing insightful analyses to support budget recommendations.
• Ensure timely submission and verification of reimbursement claims from grantors, responding to all inquiries with professionalism.
• Manage all institute and project-related purchases, ensuring financial accuracy and compliance.

Procurement:

• Collaborate with Principal Investigators and researchers to review requirements and prepare procurement documentation for goods and services.
• Advise on effective procurement strategies to meet research needs, ensuring adherence to University Procurement Policies.
• Stay informed about the latest research requirements to strategically plan for equipment purchases.

Human Resources:

• Assist Principal Investigators in the hiring and onboarding processes for research and administrative staff.
• Manage the onboarding and offboarding of team members, ensuring a smooth transition.
• Serve as the primary point of contact for all HR-related matters at CFI Singapore, liaising with CDE HR for support.

Qualifications:

• Degree in business administration, accounting, or engineering

At least 5+ years of related administrative, finance and procurement experience

(previous positions in academic environments and deep science fields would be a plus)

• Demonstrated multi-stakeholder project management experience

• Ability to handle complex, ambiguous, and challenging situations and comfortable with change in a fluid environment within an evolving organization

• General knowledge of local funding bodies and grant regulations

• Ability to resolve complex issues and to make administrative and procedural decisions and judgments

• Ability to effectively lead a team and interface with multiple stakeholders

• Hands-on, analytical, empathetic, creative, passionate professional committed to ongoing progress