Procurement and Operations Executive
2 weeks ago
OBJECTIVES OF THIS ROLE
- Assist in manage the Home in accordance with all applicable laws, regulations, rules, and guidelines.
- Support Admin operational processes include procedures of the Home, recommending solutions for improvement when necessary.
- Assist in implementing governance policies of the Home, and continually manage and improve on your related existing processes of the Home if needed.
- Ensure prompt and quality of service delivery.
RESPONSIBILITIES AND DUTIES
Stock/Donation-in-Kind (DIK) Management & Order of Supplies
Stock Management
- Receive and manage donation-in-kind stocks and update through the Stock Management System (SM) including generate monthly DIK report when needed
- Maintain inventory tracking, withdrawal forms, and monthly reporting
- Procure food and housekeeping items in accordance to the SOP
- Monitor food stock expiry in SM and propose usage plans
Procurement
- Order food and housekeeping items as per SOPs through Supplier Purchase Orders System (POS)
- Update pricelist in Donation System and perform annual price survey
- Work closely with the operations team on stocks utilisation
Operational and Administrative Support
Admission Support
- Handle inquires related to admissions, donations, and resident statistics via calls or walk-in
- Assist in admission and discharge processes, including file creation and maintenance.
- Maintain sponsor and caregiver list including case file and residents' photos archive and update to Client System
Procurement Management
- Manage the full cycle of procurement activities and be the centralized procurement in charge including sourcing, evaluation and selection of vendors
- Assist in sourcing and managing contractors for all purchases including maintenance works and repairs
- Ensure proper documentation and follow-up for invoices and supporting documents from vendors
- Raised purchase requisition through POS and handle contract management for the Home
- Maintain a well-organized filing system including important documents and various monthly reports and worksheets
Administrative Support
- Handle residents' inquires and requests
- Assist residents' to resolve minor issues
- Support the operations team on any maintenance matters
- Conduct photocopying and miscellaneous administrative tasks
REQUIREMENTS
- Minimum relevant Diploma or equivalent experience of at least 5 years
- Meticulous and sharp eyes for details.
- Strong team player and organized individual.
- Able to manage and interact effectively with various stakeholders
- Proactive and can adapt quickly to changing needs
- Willing to step up and take on additional responsibilities as required.
- Strong problem-solving skills
- Physically fit to handle bulk items effectively.
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