Senior Executive

National University Polyclinics; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading healthcare institution in Singapore seeks a contract management professional to oversee vendor performance, draft and negotiate contracts, and ensure compliance with procurement policies. The role involves analyzing market trends and implementing cost-saving initiatives, ensuring efficient operational oversight, and maintaining documentation. Ideal candidates have experience in procurement strategies and contract management tools.

Qualifications

• Experience in contract drafting, evaluation, and negotiation.
• Ability to ensure compliance with procurement policies.
• Strong background in vendor performance monitoring.

Responsibilities

• Support contract management and monitor vendor performance.
• Ensure all contracts are compliant and communicated.
• Conduct audits and analyze market trends for procurement.

Skills

Contract management

Vendor management

Analytical skills

Procurement strategies

Compliance knowledge

Education

Degree in Business Administration or relevant field

Tools

E-procurement systems

Contract management tools

Job description

Institution: National University Health System

Strong Culture of Staff and Accountability

To work closely with Contract Management Team Lead in monitoring and reporting performance of FM Service Provider based on specific accountability, expectations and deliverables.

Contract Drafting, Evaluation, Negotiation, and Execution

To support the contract management team or as designated to develop, negotiate, manage and maintain Facility Maintenance contracts for AH, NUH, NTFGH / JCH and NUP.

Ensure stakeholders fully comply with NUHS Contract Management Policy and Processes, NUHS Procurement Policy and Audit Compliance.

Maintaining Contractual Records & Communication to Stakeholders

To keep a thorough record of all contract documents to ensure full compliance and to mitigate risk by serving as an audit trail and evidence that is easily accessible.

To ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, interpretation to support implementation.

Developing and Implementing Procedures, Policies, Workflows and Checklist

To create developed, harmonize SOPs and policies to help maintain best practices, provide a baseline for accountability expectations, and protect against legal, regulatory, and liability issues.

To assist review SOPs and Policies on an annual basis and to ensure they are relevant and effective.

Monitor compliance by FM staff, stakeholders and service partner quarterly with established procedures / checklist.

To work closely with Contract Management Lead and institution FM leads and monitor vendor performance and accounting of key performance indicators (KPIs) on a monthly basis via a contract performance checklist.

Verification of performance Report, KPIs and Invoice

Ensure that contracts are executed accordingly, and all KPIs and invoices are verified monthly before payment invoices are endorsed and approved for processing.

To track and ensure reports of vendor performance across sites are auto generated from source data independently and the reporting numbers/data tallies with numbers/data provided in various submissions; the report will need to be endorsed by the institution contract management lead.

To carry out monthly analysis on breakdown numbers (based from electronic data), replacement of spare parts and make recommendation on improvement plan to trade leads as well as preventing frauds and pilferage.

Procurement and Vendor Management

Oversee and monitor inventory levels maintained by service providers.

Conduct regular audits of service provider stock to ensure accuracy and adequacy.

Regularly review and analyze charges from service providers to prevent overcharging.

Conduct market research to ensure all costs remain competitive.

Work together with Contract Management Team Lead in the annual Schedule of Rates (SOR) review process, securing the best prices.

Establish and monitor KPIs for service providers.

Implement cost-saving initiatives.

Generate reports on stock levels, pricing comparisons, and cost savings.

Validate and review service providers spare part claims in accordance with the agreed workflow/processes and in compliance with the prevailing Institutions Procurement policy. To submit spare claims report to NUH approving authority.

On site verification of spare part(s) replacement.

To ensure Service providers spare part claims are processed within the agreed timeline.

Strategic Procurement Management

Assist in developing and implementing procurement strategies aligned with organizational goals.

Analyze market trends and pricing to inform purchasing decisions.

Identify and implement cost-saving opportunities across the institution.

Collaborate with various FM trade/departments to understand and support procurement needs.

Operational Oversight

Manage e-procurement systems and contract management tools.

Ensure compliance with relevant regulations and internal policies.

Audits

Together with Contract Management Team Lead and institution FM leads, to conduct annual cross Institutional, systematic audit and quarterly surprise audits to assess service providers overall performance.

To ensure all MOHH GIA audits findings are closed with 2 weeks unless stated otherwise.

To inspect vendor inventory and stock management monthly and to ensure that spares are sufficient based on breakdown trends.

Work with Contract Management Team lead to ensure adherence to broader finance and procurement risk requirements such as payment, manpower, pricing of spare parts, liquidated damage. Review on a quarterly basis.

Identify and mitigate risks related to stock management and pricing.

Knowledge Management

Maintain good documentation (e.g. records of all contracts, records, reports, documentation).

Site Specific

Provide administrative support to Site FM team.