Manager (Procurement & Admin)

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Job Responsibilities

• 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.

• 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.

• 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.

• 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.

• 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.

Perks & Benefits

• Flexible Hybrid Work Arrangement.
• Learning & Professional Development.
• Comprehensive Benefits Package such as attractive leaves schemes, flexible benefits, dental coverage etc.

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.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Purchasing and Supply Chain
• Industries: Human Resources Services