Fraunhofer Singapore Research Ltd is an local research organization in Singapore and belongs to the German Fraunhofer-Gesellschaft (www.fraunhofer.de), one of the world’s leading applied research organizations with around 30,800 employees, predominantly scientists and engineers in Germany. Fraunhofer Singapore Research Ltd is the 1st affiliate of the Fraunhofer-Gesellschaft in Asia.
In Singapore, Fraunhofer operates two independent but closely related and cooperative organizations: Fraunhofer Singapore Research Ltd and Fraunhofer-NTU Centre FSR@NTU. Both entities are legally independent entities working in close collaboration in joint facilities.
We invite applicants to join the Fraunhofer Singapore as a Manager for Finance and Administration. You will be part of the admin team which handles centre finance and office administration, including research grant-related financial matters for the centre. The role supports the smooth functioning of Fraunhofer Singapore and FSR@NTU. You will work closely with executive and research team, and the administrative support team. The successful candidate will handle responsibilities encompassing finance, human resources and office administration functions.
This is a 2-year contract position subject to extension afterward. The position hold the ability to setup in collaboration with Fraunhofer-NTU Centre FSR@NTU if the candidate suite to the overall requirements.
Principal Duties and Responsibilities
1. Finance Administration Support (50%)
- Maintain accurate records of financial transactions, including invoices, receipts, payments, expenses, and grants-related documents.
- Handle invoicing, receipts, payments, and expenses, ensuring compliance with accounting standards and grant guidelines.
- Conduct budget vs. actual analysis, including grants utilization tracking.
- Assist in updating project Profit and Loss (P&L) statements and preparing financial and centre reports.
- Manage vendor relationships and upload invoices in vendor portals.
- Maintain proper documentation of grant approvals, correspondences, and grants-related invoices/receipts.
- Support auditors during financial year audits, including grants-related audit trails.
- Prepare management accounts and assist in budgeting and financial planning.
- Prepare grant submissions and maintain proper documentation of grant approvals and correspondences.
- File invoices/receipts related to goods and services supported by grants and submit claims on government grant portals.
- Ensure compliance with grant guidelines and regulations in all administrative processes.
2. Internal Communication and HR Support (25%)
- Manage employee records, including onboarding, staff documents, and HR policies.
- Assist in recruitment efforts, including coordinating interviews and candidate communications.
- Process and verify staff expense claims, ensuring compliance with company policies and guidelines.
- Maintain oversight of staff leave and benefits, including annual leave, medical leave, and other entitlements.
- Ensure the company is adequately resourced by deconflicting leave schedules of all staff.
- Support HR initiatives with the management and NTU HR.
3. Office Administration (25%)
- Procure office supplies, equipment, and services, ensuring cost-effectiveness and timely delivery.
- Coordinate travel arrangements for team members, including flight bookings, accommodations, and itinerary planning.
- Provide administrative support to senior management, including calendar management, meeting coordination, and expense claims processing.
- Manage corporate secretariat liaisons and maintain corporate documents and contracts.
- Oversee office cleanliness and maintenance, including coordinating with cleaning services and maintenance vendors.
- Maintain organized filing systems for documents, records, and office correspondence.
- Facilitate internal communication channels and coordinate meetings, events, and office logistics.
REQUIRED QUALIFICATIONS AND SKILLS
- Ideal to have 3 - 5 years of relevant experience in finance, HR, and office administration roles.
- At least a Diploma qualification in accountancy or its equivalent
- Proficiency in Office Tools such as Excel, Word, and PowerPoint is a must.
- Proficiency in SAP should be highlighted and will be an added advantage.
- Proficiency in Xero or similar business accounting is required.
- Strong organizational skills, attention to detail, and ability to multitask effectively.
- Self-motivated, proactive, and able to work independently with minimal supervision.
- An effective team player with a positive working attitude and is willing to learn and adapt, with problem-solving skills.
- Good organizational and communication skills, ability to prioritise, plan and multi-task and deliver assignments to adhere to timelines.
