Executive/Senior Executive (Office Administration) in Middle East Institute

Interested applicants are invited to apply directly at the NUS Career Portal. Please note your application will only be processed if you apply via NUS Career Portal.

NUS Career Portal link: https://careers.nus.edu.sg/job/ExecutiveSenior-Executive-%28Office-Administration%29-in-Middle-East-Institute/34950-en_GB/

We regret that only shortlisted candidates will be notified.

Middle East Institute (MEI)

The Middle East Institute (MEI), which was founded in 2007, is an autonomous research institute within the National University of Singapore (NUS). From its vantage point in Singapore, a crossroads of the world, MEI exists to advance understanding of the Middle East, and to deepen engagements between the Middle East and Asia. We do this through research, and aim to provide reasoned views to scholars, students, policymakers, businesses and the public through publications, lectures, consultations and outreach. We host speakers and visitors from and on the Middle East and serve as a concourse for exchanging ideas and information on the Middle East in Singapore, Asia and the world.

We are looking for a responsible Executive/Senior Executive to perform a variety of administrative and clerical tasks. Duties include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

Job Description

• Manage and ensure smooth operations of the institute’s office and logistics needs.
• Manage office mail and courier services.
• Answer phone calls and queries.
• Procure, maintain and manage office and pantry supplies.
• Manage and maintain service contract procurement.
• Maintain office equipment such as photocopiers and supplies, network printer supplies, shredders, laminators, etc.
• Maintain in-house library books loaning system with coordination with the Publications team.
• Manage card, phone access and visitor account system.
• Assist in processing invoices and payments.
• Assist in new staff orientation, leave application and travel/medical claims.
• Assist in preparation and running of events and meetings.
• Assist in the institute’s budget monitoring.
• Assist in procurement and tender processes.
• Assist in keeping track of institute’s fixed assets.
• Ad hoc admin tasks as assigned.

Qualifications

• Minimum Bachelor's Degree or equivalent.
• Minimum 2 years of relevant work experience as an Administrative Assistant
• Good knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Independent, well-organized, meticulous, discreet and can multitask.
• Good team player with initiative and resourcefulness.
• Attention to detail and good problem-solving skills.
• Excellent written and verbal communication skills.
• Positive attitude and pleasant personality.

Application Process

To apply for this position, please combine the following documents in 1 PDF and attach it under the CV column when submitting your application:

1. Covering Letter;
2. Curriculum Vitae.