Executive Assistant(8256)

NATIONAL UNIVERSITY HEALTH SYSTEM PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading healthcare provider in Singapore seeks a Procurement Operations Specialist to oversee stock levels and vendor relationships. The candidate will be responsible for procurement activities, including administrative support, billing, and database management. Ideal applicants should possess a GCE 'A'/ 'O' or NITEC qualification and have at least 2 years of relevant experience.

Qualifications

• GCE 'A'/ 'O' or Higher NITEC qualification required.
• Minimum 2 years of relevant experience in procurement.
• Relevant diploma also considered.

Responsibilities

• Monitor and manage stock levels of pharmaceutical items and handle product feedback.
• Provide administrative support to procurement activities including billing and contract management.
• Conduct vendor performance reviews biannually.

Skills

Stock Management

Vendor Relationship Management

Data Verification

Billing

Education

GCE 'A'/ 'O' or Higher NITEC qualification

Tools

eProc system

SAP

Job description

Job Purpose

Responsible for the procurement operations, ensure continuous supply of pharmaceutical and non-pharmaceutical items and liaise with vendors for product feedback.

Duties & Responsibilities

2.1. Operational

2.1.1 Ensure appropriate and sufficient stock level of pharmaceutical items

• Monitor stock level and escalate to buyer on critical stock situation.
• Plan, allocate, and re-distribute stocks among branches to ensure smooth and continuous supply of pharmaceuticals when there is supply limitation.
• Follow up on the delivery of products and ensure optimal stock level.

2.1.2 Handle product feedback and recall

• Review feedback for pharmaceutical items and provide feedback to vendors.
• Facilitate product recall.
• Liaise with vendors for items with cold chain break and advise users accordingly.

2.2 Administration

2.2.1 Provide administrative support to procurement.

• Ensure Purchase Requisitions are accurately raised.
• Co-ordinate and assist in contract management.
• Maintain proper records for signed contracts.
• Source for non-pharmaceutical items with Estimated Purchase Value <$5,000.
• Manage requirements for procurement, e.g., submit purchasing programme.

2.2.2 Responsible for billing to various stakeholders (i.e., retail vendors)

• Ensure billing is accurately and timely raised.
• Prepare supporting documents and data verification for billing according to endorsed agreement.

2.2.3 Monitor vendor performance

• Conduct vendor performance/qualifications review twice yearly, in accordance with NUHS Procurement Policy.

2.2.4 Maintenance of procurement database and reports

• Ensure records are updated accurately and timely.
• Generate reports for various stakeholders as and when appropriate.

2.3 Systems specialist for procurement and inventory

2.3.1 eProc

• Train users on the use of the eProc system.
• Assist in queries and issues related to the eProc system.

2.3.2 Facilitate resolution of SAP-related matters

• Handle branch users’ enquiries.
• Report and escalate to relevant parties for missing SAP transactions and ensure missing transactions are recovered.
• Resolve discrepancies between physical and the Goods Receipt (GR) system.

2.4 Others

2.4.1 Perform any other duties as assigned by the supervisor.

Job Specifications / Requirements

3.1 Qualification

• GCE “A”/ “O” or Higher NITEC qualification

3.2 Experience

• Minimum 2 years of relevant experience or relevant diploma.