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Procurement Executive/specialist

2 weeks ago

Queenstown, Singapore United World College of South East Asia Full time

UWCSEA is seeking a full-time Procurement Executive / Specialist (Tender Management) based at its Dover Campus. Reporting to the Procurement Manager, this role is crucial for managing efficient and compliant tender processes for Dover Campus operations, while also providing essential procurement support for dual-campus projects. You will be joining an exciting and dynamic department that fosters a warm and welcoming culture and environment.

Occasional travel to the East Campus will be required.

**Main Responsibilities**
- **Lead the end-to-end tender process**:

- Preparation of the Invitations to Tender (ITTs). Ensuring meticulous record-keeping and compliance throughout the entire process. Oversee all stages of the tender process, including site show rounds, clarifications, tender closings, approvals, and generating management reports.
- **Collaborate closely with internal stakeholders**:

- Proactively plan for upcoming procurement needs, providing expert guidance to define clear requirements and prepare for tenders throughout the year. Offer specialised advice on Procurement policies and Standard Operating Procedures (SOPs) to ensure seamless and compliant processes.
- **Build strong relationships with stakeholders across the College**:

- Understand business needs and develop collaborative purchasing solutions.
- **Preparation for Approvals**:

- Play a key role in the Tender Evaluation Committee (TEC) process, which includes meticulously preparing all necessary pre-read materials and documentation for review. Ensure that all evaluation procedures and approvals strictly comply with Procurement policies and procurement guidelines.
- **Draft and finalise contract documents**:

- Based on award approvals, ensuring strict adherence to College T&Cs and policy declarations.
- **Review and negotiate commercial terms and conditions**:

- Coordinating with relevant departments to resolve any contractual disputes.
- **Champion the College's Procurement system**:

- For related Purchase Requisitions (PRs), ensure accurate data entry and maintain up-to-date vendor master data and tender references.
- Assist with any other procurement-related duties or projects as required to support the department's objectives, including non-tender related purchase requisitions from time to time.
- Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College.

**Person Specifications**
- A diploma/degree in Business Administration, Supply Chain Management, Logistics, or a related field is preferred.
- A minimum of one year's experience in procurement or purchasing is **preferred**, specifically with a strong background in tender management and contract administration.
- Demonstrated expertise in tender management and contract review.
- Strong analytical and negotiation skills, with a keen eye for detail and numbers.
- Exceptional communication and interpersonal skills for effective collaboration with internal teams and suppliers.
- A proactive problem-solver, capable of working independently and as part of a multicultural team.
- Committed to high integrity and a positive work ethic.
- Proficient in Google Suite, macOS, and adept at record-keeping and workflow management.
- Prior experience with school or government tenders is a significant advantage

**Applications**

**Job Types**: Full-time, Permanent

Work Location: In person

Application Deadline: 01/07/2025