Procurement & Office Administration Executive, Mandai Nature

Mandai Wildlife Group; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Mandai Nature, a Singapore-based conservation organisation, seeks a proactive professional to support procurement, finance administration and office operations. The role includes PO processing, vendor liaison, invoice verification and record-keeping for audit and budgeting.

The ideal candidate holds a Diploma or Degree in Business Admin, Supply Chain or related field with 2–5 years’ experience and strong MS Office skills; ERP experience is a plus.

Qualifications

• Diploma or degree in business/admin related field.
• 2–5 years in procurement, finance admin, or office management.
• Experience with PO creation, invoice verification, and payments.
• Familiar with procurement and financial control processes.
• Strong MS Office skills (Excel, Word, PowerPoint, Outlook).
• ERP or financial systems experience is a plus.

Responsibilities

• Coordinate procurement with internal stakeholders and labs.
• Raise POs and manage approval processes.
• Liaise with vendors on quotations, deliveries, and inquiries.
• Verify supplier invoices against POs, contracts and quotes.
• Code invoices and submit for approval and payment.
• Track POs, invoice status, and payment schedules.
• Maintain procurement records and filing for audit purposes.
• Support vendor onboarding and supplier record maintenance.
• Assist in procurement reporting and budget monitoring.
• Act as admin contact for organisation announcements and travel arrangements.
• Monitor licenses/permits, manage office supplies, and organize meetings.

Skills

MS Office proficiency

ERP experience

Education

Diploma or Degree in Business Administration / Supply Chain / Finance / Accounting

Tools

ERP system

Job description

Mandai Nature is a successful Singapore-based non-profit conservation organisation jointly set up by Temasek and Mandai Wildlife Group (which manages zoological parks including Singapore Zoo, Night Safari, River Wonders, Rainforest Wild and Bird Paradise). Mandai Nature is the conservation arm of Mandai Wildlife Group and was established with the aim of advancing efforts on biodiversity protection in Singapore and Asia. Through impactful programmes and innovative partnerships Mandai Nature strives to protect nature and inspire action.

Job Duties and Responsibilities:

1. Procurement & Finance Administration

• Coordinate with internal stakeholders, especially Mandai Wildlife Centre and Mandai Academy science & research labs, to ensure procurement requests are executed and appropriately approved.

• Raise and issue Purchase Orders (POs) in accordance with organisational procurement policies and approval processes.

• Liaise with vendors on quotations, purchase orders, deliveries, and procurement-related enquiries.

• Verify supplier invoices against approved purchase orders, contracts, quotations, and supporting documentation.

• Ensure invoices are accurately coded and submitted for approval and payment processing within stipulated timelines.

• Track purchase orders, invoice status, and payment schedules to ensure timely settlement.

• Maintain accurate procurement records and filing systems for audit and compliance purposes.

• Support vendor onboarding, documentation collection, and maintenance of supplier records.

• Assist in periodic procurement reporting, expenditure tracking, and budget monitoring.

2. Office Administration

• Act as point of contact for all administrative matters for the organisation and ensure effective dissemination of organisation announcements such as updates on vaccinations, complimentary tickets etc

• Monitor and ensure equipment licenses and permits are applied and / or renewed accurately and timely.

• Coordinate travel arrangements for staff, including flight bookings, accommodation, airport transfers, visa applications, and travel itineraries, and ensure compliance with travel policies

• Manage office supplies, stationery inventories, and pantry requirements to ensure smooth office operations.

• Organise office meetings and team workshops, including venue arrangements, logistics, catering, and meeting materials.

• Maintain office facilities and ensure a safe, organised, and professional working environment.

• Manage incoming correspondence, courier services, and administrative records.

• Ensure administrative spending is kept within approved administrative budget

• Organise signed contracts and agreements in an orderly manner

Job Requirements:

• Diploma or Degree in Business Administration, Supply Chain Management, Finance, Accounting, or a related discipline.

• Minimum 2–5 years of relevant experience in procurement, finance administration, office management, or a similar operational support role.

• Experience in processing purchase orders, invoice verification, and payment administration.

• Familiarity with procurement and financial control processes is preferred

• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook

• Experience with ERP, procurement, accounting, or financial systems will be an advantage