Temp Assistant Manager, CHI Grants & Innovation Office (8-month Maternity Coverage)

About CHI
The Centre for Healthcare Innovation (CHI) is committed to catalysing and driving innovation for systems change in healthcare, thereby adding years of healthy life to the community. Formed in 2016 on the foundation of co-learning and collaboration, CHI has built a dynamic network of like-minded local and international partners dedicated to fostering innovation, creating thought leadership, and co-building initiatives to instil and embed a culture of innovation within healthcare.

To effect change from the grassroots to the system level, CHI acts as a vehicle to deliver impactful programmes to enable health and social change, enhance value and forge a sustainable healthcare system. Through meaningful and impactful collaborations, we will meet current and future healthcare challenges through innovative and value-driven care delivery to the populations we serve.

Our Grants & Innovation Office (GIO) plays a pivotal role in empowering healthcare transformation by funding, coordinating, and scaling high-impact innovations across institutions. We drive strategic alignment between innovation efforts and national healthcare priorities, ensuring value, sustainability, and improved health outcomes for the population we serve.

We are seeking a highly organised and proactive Assistant Manager (contract for 8 months) to support the administration and implementation of grants and innovation programmes under the CHI Grants & Innovation Office (GIO). You will assist in the day-to-day operational administration of key grant schemes including the Ng Teng Feng Healthcare Innovation Programme (NTF HIP), NHG Health Coordinating Party (CP) Scheme, and the NHG Health Adoption & Scale Healthcare Innovation Fund (NASH), as well as support the National Healthcare Innovation and Productivity (National HIP) Awards. This includes monitoring funded projects, supporting governance and reporting processes, and helping to maintain relationships with a diverse range of internal and external stakeholders and partners.

Your key responsibilities include:

• Management of NTF HIP Scheme, CP Scheme, NASH and other grants
  1. Preparation:
     1. To assist in preparation of supporting documents for grant approval, such as scheme format, theme and timeline of the grants.
     2. To carry out procedures to ensure all key documentation and records (i.e. SOPs, grant applications, evaluations, recommendations, approvals, amendment request and reports) are being properly maintained for the minimum retention period and in compliance with Personal Data Protection Act (PDPA).
     3. To assist in inviting and coordinating with the relevant stakeholders (e.g. Management Committee, Reviewers, Funders, Partners) on the grants.
     4. To arrange and provide administrative support for regular update meetings with CHI and TTSH senior management and funders.

• 2. Application:
     1. To support the implementation of the grants open calls following a standardised application process to ensure a fair comparison of applications and an objective, transparent assessment of applicants’ capabilities and project feasibility against the programme criteria.
     2. To assist in coordinating with the other NHG Health’s and other clusters’ institutions/ offices to clearly communicate accurate eligibility and evaluation criteria to all potential applicants.
     3. To manage the communication with applicants, including acknowledging their submissions, communicating request for clarifications, addressing queries and announcing results.
     4. To work with CHI communication teams to draft EDMs and implement publicity plans.

• 3. Evaluation, Approval and Award:
     1. To support the implementation of a fair and consistent process, guideline and documentation for evaluating applicants against established eligibility criteria (e.g. innovativeness, system-wide impact, cost-effectiveness etc).
     2. To assist in executing the selection process, including application review (i.e. eligibility checks/ screening), evaluation, shortlisting and final selection.
     3. To provide secretariat and administrative support for deliberation meetings of the Review Panel and CHI/ TTSH Management Committee to ensure a fair and transparent process.
     4. To assist in the timely announcement of outcomes to all relevant stakeholders (e.g. Applicant, Funders etc).
     5. To support the proper execution of funding agreement with project-related documents (i.e. progress/ final reports, amendment request forms, claim forms etc.) in alignment with grant requirements.

• 4. Programme Monitoring and Closing:
     1. To support project monitoring according to the approved procedures and guideline. This includes tracking timely progress/ final reports, coordinating meetings with presentations, and ensuring documentation of these activities is appropriately maintained.
     2. To assist in monitoring progress and budget utilisation of funding, preparing reports, and tracking performance and outcomes of the grants.
     3. To flag projects that are slipping behind schedule or that otherwise require additional oversight, and to assist in coordinating with applicants to implement plans to bring the progress back on track.
     4. To assist in preparing documentation and seeking appropriate authority for deviations such as those relating to project’s scope, outcomes/ KPIs, timeline, and budget.
     5. To work with relevant CHI offices (i.e. CHI Evaluation Office) to support the review of project outcomes and to check the Return of Interest (ROI) submitted against the final report.

• 5. Claim:
     1. To ensure that claims submitted are (a) accurate, (b) valid, (c) in accordance with the terms and conditions set out in the funding agreement, including approved claimable items, approved budget, and qualifying period, (d) reasonable based on costs benchmarks and progress of the projects, such as milestone achieved or percentage completion, and (e) not duplicative.
     2. To assist in monitoring that grants administered are correctly computed, disbursed in a timely manner to the grantee via their institution.

• 6. Knowledge Sharing Event:
     1. To support in organising national-level knowledge sharing events (e.g. workshops, seminars, training sessions) for healthcare professionals, researchers, and industry stakeholders to disseminate insights and skills related to supported innovations. This may include sharing on clusters’ innovation needs, focus areas, project pipelines and best practices based on the outcomes of successful projects.

• Management of National HIP
  1. To assist in operationalising National HIP Award through a robust mechanism to recognise excellence and promote a culture of innovation, by ensuring the proper conduct of the call for submissions, review and selection process.
  2. To support the design of the award format, mechanism of submission and review, documentation, reporting and evaluation, in coordination with key stakeholders such as MOH, Judges and participating healthcare institutions.
  3. To assist in the timely announcement of results to awardees and support the preparation of the award ceremony, such as video and medal production.

• Stakeholder Coordination and Relationship Support
  1. To assist in coordinating and maintaining relationships with internal and external stakeholders and partners involved in CHI grants and innovation initiatives, including MOH, NHIC, CHI@Campuses, CHI Offices (e.g. Digital Innovation Office, Kaizen Office, Academy Office), and CHI Collaborating Centres.
  2. To support the facilitation of transition of successful projects from adoption towards implementation and mainstreaming, by coordinating with relevant stakeholders, and to flag underperforming projects to appropriate team members for review.

• General

1. Act as the responsible member of the NHG Health staff and participate in important events such as fire safety drills and safety audits.
2. Any other duties as assigned by CHI directors.

Requirements

• Minimum bachelor degree in Biomedical Science or relevant field.
• Prior grants administration experience in healthcare is preferred, but not a must.
• Prior experience or knowledge in hospital operations is preferred.
• Resourceful, proactive and results-oriented mindset, with a commitment to completing tasks assigned efficiently and effectively.
• Possess excellent communication and interpersonal skills, both verbal and written, with a positive disposition and ability to engage with and maintain good relationships with diverse stakeholders.
• Strong organisational and time management skills, with a keen attention to details and the ability to prioritise workload managing and completing multiple tasks in a timely fashion.
• Comfortable working independently and in a team.