Operations Officer

KIDNEY DIALYSIS FOUNDATION LIMITED; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading organization is seeking a dedicated professional to support procurement and facility management. The successful candidate will oversee vendor-related activities, assist in budget preparation, and coordinate maintenance activities across various locations to ensure seamless operational support.

Qualifications

• Previous experience in procurement and facility management is preferred.
• Proficiency in budget management and procurement processes.
• Strong analytical and negotiation skills are essential.

Responsibilities

• Assist in developing SOP for procurement and facility operations.
• Support procurement and maintenance of medical equipment.
• Manage supplier performance and maintain procurement documentation.

Skills

Analytical Skills

Vendor Management

Budget Management

Communication Skills

Education

Bachelor's Degree in Business Administration or related field

Job description

The successful candidate is responsible for supporting procurement, facility

management and vendor-related activities to ensure seamless operational support

across the organization.

General

1. Assist in development and updating of SOP for procurement and facility operations

2. Assist in budget preparation and expenditure control for equipment replacement, repair, maintenance, and service contracts to ensure efficient expense management

3. Prepare and submit KPI and governance reports as part of monthly updates to management

4. Maintain records of fixed and minor assets

Facility Operations

1. Coordinate the establishment of new centres and oversee renovation and repair activities across all locations, ensuring minimal operational disruptions.

2. Support procurement and maintenance of office and medical equipment, including dialysis chairs and medical fridges, to meet operational needs.

3. Assist in implementing facility systems and protocol.

4. Support the maintenance of facilities, IT infrastructure, and organizational properties, proposing enhancement plans as needed.

5. Maintain detailed logs and reports on maintenance activities, ensuring timely renewal of contracts and service agreements.

6. Regularly update maintenance statuses and compile monthly reports following vendor meetings.

7. Conduct regular inspections and address emergency breakdowns promptly to ensure optimal property conditions.

8. Respond to emergencies, such as fires, power failures, and water shortages, during and after office hours, ensuring effective resolutions.

9. Coordinate fire safety plans and coordinate fire drills.

Procurement and Tender

1. Assist in the end-to-end tender process and the management of contracts with vendors and suppliers, ensuring all tenders and quotations comply with corporate governance policies.

2. Ensure tenders and procurements meet the required specifications, maintain quality standards, and are priced reasonably as per agreed timelines.

3. Support implementing procurement systems and protocol.

4. Identify gaps and contribute to improvement initiatives related to procurement and supply chain areas.

5. Support the development and execution of the procurement strategies for better cost savings, quality, and prompt delivery.

6. Analyze and aggregate requirements for centralized procurement to achieve cost savings/ containment through economies of scale.

7. Regularly and proactively source for new suppliers for better quality products, payment terms and prices according to the business continuity plan.

Vendor Management

1. Manage supplier performance review and update approved vendor list.

2. Ensure effective supplier and vendor management, negotiate for better terms to benefit the Foundation.

3. Manage aging purchase orders and other documentation for housekeeping.

4. Identify gaps and contribute to improvement initiatives related to procurement and supply chain areas.

5. Collaborate with contractors and vendors to ensure timely completion of installations, maintenance, and repairs in accordance with contracts.