Job Description
The Department of Civil and Environmental Engineering is seeking a highly motivated and detail-oriented Senior Executive or Assistant Manager to coordinate and support finance-related administrative activities within the Department. The role serves as the key departmental liaison with the University's central Finance function and supports budgeting, financial monitoring, procurement, reimbursements, and financial reporting in accordance with university policies and processes. The incumbent will facilitate the Department's day-to-day operations, research and teaching activities, and provide relevant information and administrative support for management planning and decision-making.
- Coordinate and support the Department's finance-related administrative activities, serving as the key liaison with the College and the University's central Finance function.
- Support departmental budget planning, monitoring and reporting, including tracking expenditure, commitments and fund balances, and providing timely updates to management and relevant stakeholders.
- Facilitate procurement, payments, reimbursements, invoice requests, journal adjustments, fund transfers, inter-departmental billing and other finance-related transactions in accordance with University policies and established processes.
- Process departmental invoices, requests for payment, payroll claims and students' reimbursement claims, and follow up with relevant parties where necessary.
- Coordinate withholding-tax matters with the relevant central administrative offices.
- Support the financial administration of teaching activities, research activities, departmental programmes and events.
- Coordinate departmental inputs and follow-up actions for annual budget exercises, financial closing, audits and finance-related queries.
- Prepare periodic reports on departmental accounts and assist management with financial monitoring, planning and decision-making.
- Maintain proper supporting documentation and records, and facilitate compliance with university policies, funding conditions, internal controls and audit requirements.
- Liaise with the College, central administrative offices, vendors, staff, students and other stakeholders on finance-related and administrative matters.
- Identify opportunities to streamline administrative workflows, strengthen internal controls and improve operational efficiency.
- Undertake other finance-related administrative and general administrative duties as assigned by the Department's management
Job Requirements
- At least a Bachelor's degree in Business, Finance, Accounting, or a related field.
- Minimum 2 years of relevant experience in finance, research administration, or grant management (experience in a university or research setting is an advantage)
- Good knowledge of financial processes, internal controls and compliance requirements.
- Strong numerical, analytical and problem-solving skills, with attention to detail and accuracy
- Ability to work independently and collaboratively with faculty, researchers, and administrative teams.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint) and financial management systems.
- Open to fixed term contract