Project Finance Executive

Job Description
Work with Project Managers, Operations Managers, vendors and stakeholders to prepare and maintain project budget reports at regular intervals.

Support budget planning in line with project scope, timelines and deliverables.

Update and maintain budget, expenditure and financial records in designated systems, spreadsheets and templates accurately and on time.

Monitor actual expenditure against approved budgets and forecasts and prepare regular financial reports for management review.

Analyze budget variances, identify reasons for differences and highlight potential financial risks.

Prepare financial reports, charts and dashboards to present budget utilisation, expenditure trends and key insights clearly.

Coordinate with project teams and vendors to ensure timely goods receipt, payment processing and completion of payment cycles within the financial year.

Collect, verify and maintain procurement documents, including purchase orders and certificates of completion, in the designated electronic filing system.

Respond to budget-related queries and coordinate financial information between internal and external stakeholders.

Organize meetings with project representatives to review financial performance and update budget plans and expenditure reports.

Communicate budget updates, variances and financial risks to relevant stakeholders in a timely manner.

Perform administrative duties, including data entry, electronic filing, record maintenance and updating information in designated systems and websites.

Coordinate and schedule meetings, appointments and other administrative activities to support Project Managers.

Develop and maintain Standard Operating Procedures (SOPs) and handover documentation.

Identify opportunities to improve budget management, reporting accuracy and administrative workflows, and support the implementation of process improvements.

Ensure compliance with applicable MINDEF/DSTA guidelines, financial procedures and audit requirements, maintaining accurate and complete supporting documentation.

Maintain and reconcile asset accounting records with project teams, ensuring assets are appropriately recorded and capitalized in accordance with applicable accounting requirements.

Investigate legacy BOC (Balance of Completion) items, identify root causes and coordinate follow-up actions.

Track BOC items from initiation to closure and follow up with relevant stakeholders to ensure timely resolution.

Job Requirements

• Proficient in Microsoft Excel, including formulas such as VLOOKUP, INDEX/MATCH and PivotTables. Knowledge of macro programming is an advantage.

• Proficient in Microsoft SharePoint, including page creation, SharePoint List customization and site permission management.

• Proficient in Microsoft PowerPoint for preparing management presentations and reports.

• Familiarity with data visualization tools such as Power BI, Tableau or Qlik Sense for dashboard creation and financial reporting.

• Strong analytical and problem-solving skills, with the ability to interpret financial data and identify budget variances.

• Good organizational, coordination and time-management skills.

• Good written and verbal communication skills, with the ability to coordinate effectively with multiple stakeholders.

• Able to work independently, learn quickly and adapt to new systems and processes.

• Proactive in identifying opportunities to improve budget management, reporting accuracy and workflow efficiency.

• Detail-oriented, with a strong commitment to data accuracy, documentation and compliance.