Procurement Administrator

1 week ago


Singapore BOC Aviation Full time

Reporting to the Senior Procurement Manager, this role supports the Procurement Team on general administration work scope covering purchase order (PO) and invoice management, filing and keeping records updated as well as archiving data and document storage. Part of the work scope also involves providing paralegal support to the Senior Legal Counsel (Procurement).

**Job description**

Purchase Orders:

- Timely and accurate management of POs in accordance with P&P:

- Ensure no late POs and breach of processes as per P&P.
- Ensure no adverse audit findings.
- Ensure no out-of-sequence costs.
- Ensure proper BFE budget control.
- Ensure timely tracking of acknowledgements.
- Close off invoices of all issued POs within 3 months after aircraft delivery.
- Identify payment terms in BFE contracts against each invoice and record in spreadsheet to be given to FCD
- Monitor and track invoices from vendors and payment due dates.

Monthly PO Checklist and BFE sheet (Oracle):

- Update the PO Checklist and monitor sign-off from Procurement Manager (PM) on a timely basis.

Paralegal support:

- Record signed contracts into contracts/expiry lists.
- Track and follow up closely on original contracts and Letter Agreements (LAs).
- Liaise with Legal Transaction Management (LTM) on signed LAs to lease.
- Ensure proper filing of original contracts in safe and recording of contracts expiry dates.
- Support Legal Counsels to obtain contract approval in DECISIONS and process and check legal documents to ensure no processing errors before signature is obtained.
- In consultation with Senior Legal Counsel on the iManage structure, to take ownership of organising the setting up of Matters/folders in iManage Save and scan contracts, Cayman resolutions and DECISIONS approval in iManage.

Audit:

- Respond to auditors and LTM on queries pertaining to signed contracts and PO process in a timely manner. This is done in consultation with Senior Legal Counsel and HOD.

Department Minutes:

- Ensure accurate recording and circulation of department minutes in a timely manner.

Delivery Documents:

- Monitor delivery box to be sent by PM (Delivery) and ensure prompt and proper sign-off by LTM and Technical.

Head of Human Resources

BOC Aviation Limited

c/o 79 Robinson Road #15-01

Singapore 068897



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