Executive/Senior Officer/Officer, Administration (Operations)

National Library Board

Fixed Terms

Closing on 09 Oct 2025

What the role is

The National Library Board (NLB) nurtures Readers for Life, Learning Communities and a Knowledgeable Nation by promoting reading, learning and history through our network of 28 libraries across Singapore, the National Library and the National Archives of Singapore.

At NLB, you can look forward to a flexible, hybrid work environment with rewarding, impactful deliverables that improve the lives of the community. With caring colleagues, you will be in an ideal environment for professional development, innovation and impact.

We can offer you:
• A chance to Impact the Community, bridge gaps and empower everyone with the opportunity for learning and discovery.
• An opportunity to Innovate and Push Boundaries. We value ideas, curiosity and a passion for innovation to transform our libraries and archives.
• An organisation that Cares for your Growth and Wellbeing through investment in staff development and wellbeing in a supportive and collaborative environment.

Manage and provide administrative support for Archives and Libraries Group (ALG) in areas such as temp staff recruitment, vendors management, assets and records management, and buildings maintenance and facilities.

What you will be working on

Manage division’s or branch’s assets and official records

Lead in the disposal of IT and non-IT items
Manage and maintain division’s or branch’s assets
Prepare asset condemnation request with all supporting documents for approval
Conduct regular housekeeping of assets and official records, and ensure timely disposal of unwanted asset or outdated records
Lead in the disposal of classified official records
Manage and maintain division’s or branch’s physical and electronic official records, and prepare records disposal request with all supporting documents for approval
Support other administrative activities such as update the branch map directory

Administer day-to-day finance function for the branch

Prepare, verify, submit Daily Finance Settlement Report whilst maintaining records of all finance reports

Manage division’s or branch’s human resource matters and staff welfare

Manage and update official items assigned to staff and handle other HR-related matters
Manage and participate in staff welfare activities, including supporting arrangement of gift-in-kind under staff benefits scheme
Conduct and manage staff induction for new and transferred staff on administrative, Finance, HR, and building matters
Coordinate recruitment interviews for part-timer staff; arrange interview venue; prepare and verify candidates’ documents and verify monthly billing reports

Administer the day-to-day building, facility and system matters

Monitor building and facilities maintenance issues, assess system performance, and coordinate timely fault resolution
Maintain records of building security and access such as manage key inventory control
Manage and update crisis and emergency documentations such as fire drill reports
Facilitate facility bookings for meetings and provide event support
Conduct regular housekeeping activities and participate in scheduled audits
Facilitate the relevant building and system access rights for new staff members
Manage and update existing staff’s building and system access rights

What we are looking for

Strong process management, administrative, coordination and time management skills
Ability to interpret user and client information needs effectively
Meticulous and capability to multi-task efficiently
Good command of English and communications skills in both writing and speaking
Collaborative team player with good networking abilities

Work location will be at the Woodlands Regional Library.

Successful applicant will be appointed on an initial two-year contract.

About National Library Board

To each reader, the library is a window to a vibrant imagination and exciting possibilities. For families, the library experience occupies a special in their hearts and of memories collected over generations. Libraries hold a special and familiar place in each of our hearts. NLB seeks to provide a trusted, accessible and globally-connected library and information service so as to promote a knowledgeable and engaged society. If you share our passion to create memorable library experiences for all our readers, we invite you to join the NLB family.

About your application process

This job is closing on 09 Oct 2025.

If you do not hear from us within 4 weeks of the job ad closing date, we seek your understanding that it is likely that we are not moving forward with your application for this role. We thank you for your interest and would like to assure you that this does not affect your other job applications with the Public Service. We encourage you to explore and apply for other roles within National Library Board or the wider Public Service.