Assistant Manager

Assistant Manager – Grant Administration

Overview

The successful candidate will join NUHS Group Digital Office (GDO) to administer IT innovation grants with focus areas of AI, Sensors and Wearables, and Robotics and Automation. The position is responsible for ensuring the efficient operation of grants, record keeping claims and financial oversight. The grant administrator will provide administrative support to the programme manager, evaluation panel, and project teams. The position holder will enable innovation within and beyond NUHS while ensuring compliance to internal policies and funding requirements.

Job Responsibilities

• Coordinate and facilitate grant calls, and evaluation panel meetings, including scheduling, preparing agendas, distributing materials, and taking accurate minutes
• Manage communication with applicants, evaluation panel members, and other stakeholders throughout the grant process
• Ensure compliance to the established evaluation procedures and guidelines
• Monitor and manage grant budgets, tracking expenditure against approved awards
• Process and reconcile grant claims, ensuring accuracy, completeness, and compliance with policies
• Prepare financial reports for tracking and reporting, identifying any variances or risks
• Collaborate with the finance department to ensure proper accounting and reconciliation of grant funds, WBS/IO creation, budget allocation and tracking
• Maintain comprehensive and organised project documentation for all in-scope initiatives, ensuring it is accessible, up to date and compliant with programme and audit requirements
• Prepare clear, concise, and accurate reports for senior management detailing grant progress, financial status, and key performance indicators.
• Coordinate with internal stakeholders, including Principal Investigators (PIs), to support the development, review, and submission of quality grant proposals, grant variations, and reports
• Coordinate with external funding providers, PIs, and awarded project teams in the timely submission of application proposals, progress reports, claims, and supporting documentation
• Provide first-level financial and grant advisory support to PIs
• Contribute proactively to continuously improve the internal process and best practices
• Review progress of grants to ensure that KPIs, milestones, budget utilization, and reimbursement of funds are on track
• Any other duties assigned by the programme manager or head of department

Requirements

• Bachelor’s degree in business administration, healthcare administration, IT, science, engineering, or another relevant subject
• At least 3 years of experience in grant management and administration, or project management office
• Proficient in Microsoft Office Suite, Outlook, Word, Excel, and PowerPoint
• Proven experience in budget management, finical tracking, and claims processing
• Strong administrative skills and self-motivated with the ability to set priorities and manage tasks with minimal supervision
• Comfortable with working in a team within a matrix organisation
• Strong analytical skills
• Good written and oral communication skills