Executive Assistant, NUHS Pharmacy

National University Polyclinics; Singapore; On-site; USD 30,000 - 60,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated procurement specialist to oversee the supply of pharmaceutical and non-pharmaceutical items. This role involves managing stock levels, liaising with vendors for product feedback, and ensuring accurate billing. The ideal candidate will have at least 2 years of relevant experience and be familiar with procurement systems like eProc and SAP. Join a forward-thinking organization where your contributions will help maintain a seamless supply chain in a fast-paced environment.

Qualifications

• 2 years of relevant experience in procurement operations.
• Experience with inventory management and vendor liaison.

Responsibilities

• Monitor stock levels and manage procurement operations.
• Liaise with vendors for product feedback and recalls.

Skills

Procurement Operations

Vendor Liaison

Inventory Management

Database Maintenance

Education

GCE 'A' or 'O' Level

Higher NITEC Qualification

Tools

eProc System

SAP

Job description

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Institution: National University Health System

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.
• 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

• 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.