Senior Executive, Administrative Support (Procurement & Grants)

About the role

NTU is seeking an experienced administrative professional for a senior role supporting the Earth Observatory of Singapore (EOS) and the Asian School of the Environment (ASE). The postee acts as the primary subject-matter expert and advisor on procurement and grants administration, independently managing end-to-end workflows and advising Principal Investigators and researchers on funding compliance. The role covers grant financial management, procurement advisory and senior-level administrative and operational support.

Key responsibilities

• Serve as the main point of contact for all procurement matters across ASE and EOS, managing end-to-end Ariba processes (SVP, ITQ, ITT, Online Payment, Advance Payment, Cash Advance) in line with University guidelines.
• Advise on advance payment requests and cash advance applications, guiding requestors toward more efficient and compliant alternatives.
• Support procurement of research equipment, consumables, software and services, aligned with Delegation of Authority and grant terms.
• Monitor grant budgets and expenditures, prepare financial reports and process grant virements.
• Manage grant claim submissions, including for the seismic project, with timely and accurate reporting to funding agencies.
• Keep up to date on university procurement and grant policies and share implications with stakeholders.
• Advise research clusters (e.g. CGO, Remote Sensing, seismic project) on fieldwork, including engagement of external professionals via Contract for Service or Research Consultancy Agreement.
• Lead logistics for open houses and workshops across researcher clusters.
• Design costing and charging frameworks, including standardised cost models for fieldwork and projects, and benchmark pricing against industry partners and peer universities.

Required profile

• Bachelor's degree in Business Management, Finance or a related field.
• At least 4-6 years of experience in administrative, procurement or grants/financial administration, preferably in a university or research setting, able to work independently at a senior level.
• Proven grant management experience, including budget monitoring, virement processing and grant claims.
• Excellent communication, stakeholder management and advisory skills, with strong organisational and analytical abilities.

Required skills

• Extensive working knowledge of Ariba/SAP.
• Strong proficiency in Microsoft Word, Excel and PowerPoint.