Job Description

1. Procurement Governance and Process Management

• Supervise the operations of Procurement Office and Admin Office at the Admin Centre
• Assist the Manager in the review and update of Procurement P&P to be in line with MOF and MOE\xe2\x80\x99 requirements
• Prepare and handle all audit checks by Internal and External audits
• Prepare procurement reports for management reporting and flag up non-compliance
• Advise users on the procurement process, ensure compliance
• Safeguard RI\xe2\x80\x99s interest to ensure transparency, cost competitiveness and non\xe2\x80\x90conflict of interest
• Oversee the tender management process and ITQ preparation/approval
• Source for additional or suitable quotations for end users

2. Evaluation and Process Compliance

• Liaise and work closely with users or external parties in the preparation of specifications, instructions to tenderers, site briefing, and conditions of contracts for tender and ITQ documents
• Act as the interface between vendors and user on ITQ/tender clarifications
• Prepare and cover approval for Evaluation of Quotations, handle changes in requirements and ensure process compliance with relevant approvals
• Advise Procurement Officers on all procurement evaluations and processes and ensure compliance

3. Procurement Processing

• Issue purchase order to vendors based on quotations or purchase details form
• Ensure that goods or services are received, and invoices are properly authorised
• Work with users to resolve the issues regarding performance, quality of goods and services and ascertain the approach or recommendation for future procurement
• Prepare vendor creation form, perform ACRA checks, evaluate, and highlight risks
• Assist users to manage deviation in requirements (pre and post award of ITQ/Tender)
• Monitor non\xe2\x80\x90performing / under\xe2\x80\x90performing vendors
• Act as the interface with users on suitable selection criteria(s) and evaluation parameters
• Advise users on ITQ or tenders\xe2\x80\x99 evaluation with multiple selection criteria(s)
• Perform goods receipt entry in ACCPAC
• Ensure all procurement transactions comply with RI\xe2\x80\x99s procurement policies and procedures
• Advise users on waiver and/or variation order requirements
• Liaise with ACCPAC vendors and Finance for ACCPAC requirement enhancements or issues

4. Procurement Reports

• Review the list of open POs prepared by Executives with Manager and DPCD to ensure timely completion of projects and payments
• Follow up on completion of open PO by requesting invoices from vendors
• Generate and analyse procurement reports (such as PO by category of values and periods) for any trend analysis and to advise Manager subsequently for any timely management interventions
• Prepare presentation materials and present recommendations to management and other platforms e.g., Staff Conference
• Write submissions to highlight issues and/or recommendations for Manager\xe2\x80\x99s clearance

5. Administrative Duties

• Plan training roadmap for Procurement and Administration Officers
• Assist the Manager in the department\xe2\x80\x99s planning budget
• Assist the Manager in performance management matters and conduct work reviews with the Officers
• Manage and procure stationary supplies, first aid supplies & loan of corporate phones
• Supervise the central mail sorting process (for internal and external mail)
• Oversee the procurement and management process of travel Insurance and claims
• Manage admin school contracts
• Oversee front counter duties at Administrative Centre when required

6. Any other duties as may be assigned by the school

Job Requirements

• Degree in Administration, Arts, Accounting & Finance, Engineering, or any other relevant discipline
• At least 5 years of relevant experience including 2 years in a leadership capacity
• Experience in a supervisory role / managing people
• Experience in education sector will be preferred
• Prior understanding of government procurement IM, GeBIZ and ACCPAC (preferred)
• Excellent IT and presentation skills (Words, PowerPoint, and Excel)
• Analytical with good written and verbal communication skills
• A high level of accuracy and an eye for detail
• Good organisation and planning skills needed to organise and present quotations received
• Excellent time management skills with ability to work independently on tight deadlines
• Good professional customer service skills
• High integrity with the ability to demonstrate an understanding and respect for confidentiality
• Willingness to work beyond the call of duty
• Able to find solutions to problems with some degree of flexibility
• Effective contributor and team player within and with other departments

Contract Period: 2-year contract (renewable)

Salary: $4000 - $7000 (depending on years of experience

Working Schedule: Monday to Friday 7am to 4pm

Location: Bishan

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