Manager (Procurement & Admin)

3 weeks ago

Singapore NATIONAL INSTITUTE OF EARLY CHILDHOOD DEVELOPMENT Full time
Roles & Responsibilities

Job Responsibilities


Procurement

  • To oversee the procurement process, including purchase requisitions, approvals, contract management, and documentation, ensuring adherence to financial and governance policies while optimising procurement workflows.
  • To implement procurement policies and procedures to ensure cost-effectiveness and timely delivery of goods and services.
  • To review procurement policies and procedures for relevance and gather feedback on their effectiveness and efficiency to ensure continuous improvement.
  • To manage vendor sourcing, contract negotiations, and supplier performance evaluation to maintain service levels and compliance with organisational policies.
  • To monitor market trends and identify cost-saving opportunities while maintaining product and service quality.
  • To review procurement requests/documents to ensure compliance with policies, regulations, and legal requirements.
  • To raise awareness through briefings/trainings/communication materials on procurement policies and processes to ensure compliance and efficiency in procurement operations.
  • To handle internal and external audits relating to procurement matters.

Office Administration

  • To oversee the maintenance and operations of the office and building facilities to ensure a safe, functional, and conducive environment for staff and students.
  • To develop and implement maintenance schedules for office spaces, classrooms, and common areas.
  • To coordinate with vendors and service providers for facility-related repairs, maintenance, and improvements.
  • To ensure compliance with workplace safety and health regulations, as well as organisational policies on space utilization and upkeep.
  • To oversee inventory management for office supplies, equipment, and furniture, ensuring cost-effective procurement and allocation

Registry and Records Management

  • To oversee NIEC’s record-keeping and archival functions to ensure compliance with regulatory and organisational requirements
  • To contribute to the review and implement policies for the secure storage, retrieval, and disposal of institutional records.
  • To perform the role of a Data Manager for the Procurement and Admin function in ensuring that the retention period for non-personal data in hardcopy is complied with and proper processes are taken to destroy obsolete hard copy documents or substantiated if hardcopy documents are kept beyond the retention period.
  • To coordinate with various departments to ensure accurate documentation and archival of important institutional records and official documents are properly filed in e-Registry for retrieval by staff who require it for their work.

Leadership/Management Responsibilities

  • To manage a small procurement and administration team.
  • To act as a key liaison with internal stakeholders to address administrative and procurement needs.
  • To support strategic initiatives and process improvements related to procurement, administration, and facilities management.

Any other assignments

  • To communicate with relevant stakeholders to facilitate internal audits, external audits, and any other queries from stakeholders.
  • To drive Finance & Admin special projects (eg: office move and renovation).
  • Any other assignment tasked by the Director, Finance & Admin or Senior Management.

Job Requirements

  • Degree in Business Administration or other related fields with 8-10 years of experience in procurement and office administration.
  • At least 3-5 years in a supervisory/reporting officer role.
  • Possess strong knowledge of the procurement process where experience in public sector procurement and regulatory requirements in a Singapore Government Agency or Institute of Higher Learning will be advantageous.
  • Possess good understanding in at least two of the following areas: contract management, vendor negotiations, facilities management, and records management principles.
  • Strong ethics and professional conduct
  • Meticulous, detail-oriented, and hands-on approach to tasks
  • Possess strong communication and interpersonal skills
  • Proactive problem-solver
  • Able to work collaboratively within a team and across various groups of stakeholders
  • Able to work independently and with good judgement, in line with the directions set.
  • Possess some knowledge in legal clauses or terms commonly used in contracts
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Experience with ARIBA/Enterprise Resource Planning software (eg: SAP) will be advantageous

Note: All new hires will be offered a two-year contract in the first instance. Contract renewal and emplacement on permanent appointment will be subject to continuous good performance.


Tell employers what skills you have

Microsoft Office
Supplier Performance
Interpersonal Skills
Contract Management
Procurement
Inventory Management
Office Administration
Audits
Regulatory Requirements
Sourcing
Able To Work Independently
Facilities Management

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