Assistant Manager, Administration And Procurement

Job Description 1. Procurement Governance and Process Management Supervise the operations of Procurement Office and Admin Office at the Admin Centre Assist the Manager in the review and update of Procurement P&
P to be in line with MOFand MOE’ requirements Prepare and handle all audit checks by Internal and External audits Prepare procurement reports for management reporting and flag up non-compliance Advise users on the procurement process, ensure compliance Safeguard RI’s interest to ensure transparency, cost competitiveness and non‐conflict of interest Oversee the tender management process and ITQ preparation/approval Source for additional or suitable quotations for end users 2. Evaluation and Process Compliance Liaise and work closely with users or external parties in the preparation of specifications, instructions to tenderers, site briefing, and conditions of contracts for tender and ITQ documents Act as the interface between vendors and user on ITQ/tender clarifications Prepare and cover approval for Evaluation of Quotations, handle changes in requirements and ensure process compliance with relevant approvals Advise Procurement Officers on all procurement evaluations and processes and ensure compliance 3. Procurement Processing Issue purchase order to vendors based on quotations or purchase details form Ensure that goods or services are received and invoices are properly authorised Work with users to resolve the issues regarding performance, quality of goods and services and ascertain the approach or recommendation for future procurement Prepare vendor creation form, perform ACRA checks, evaluate and highlight risks Assist users to manage deviation in requirements (pre and post award of ITQ/Tender) Monitor non‐performing / under‐performing vendors Act as the interface with users on suitable selection criteria(s) and evaluation parameters Advise users on ITQ or tenders evaluation with multiple selection criteria(s) Perform goods receipt entry in ACCPAC Ensure all procurement transactions comply with RI’s procurement policies and procedures Advise users on waiver and/or variation order requirements Liaise with ACCPAC vendors and Finance for ACCPAC requirement enhancements or issues 4. Procurement Reports Review the list of open POs prepared by Executives with Manager and DPCD to ensure timely completion of projects and payments Follow up on completion of open PO by requesting invoices from vendors Generate and analyse procurement reports (such as PO by category of values and periods) for any trend analysis and to advise Manager subsequently for any timely management interventions Prepare presentation materials and present recommendations to management and other platforms e.G. Staff Conference Write submissions to highlight issues and/or recommendations for Manager’s clearance 5. Administrative Duties Plan training roadmap for Procurement and Administration Officers Assist the Manager in the department’s planning budget Assist the Manager in performance management matters and conduct work reviews with the Officers Manage and procure stationary supplies, first aid supplies &
loan of corporate phones Supervise the central mail sorting process (for internal and external mail) Oversee the procurement and management process of travel Insurance and claims Manage admin school contracts Oversee front counter duties at Administrative Centre when required 6. Any other duties as may be assigned by the school Job Requirements Degree in Administration, Arts, Accounting &
Finance, Enginering or any other relevant discipline 3 to 5 years of relevant experience in an education environment (preferred) Prior understanding of government procurement IM, Gebiz and ACCPAC (preferred) Excellent IT and presentation skills (Words, PowerPoint and Excel) Analytical with good written and verbal communication skills A high level of accuracy and an eye for detail Good organisation and planning skills needed to organise and present quotations received Excellent time management skills with ability to work independently on tight deadlines Good professional customer service skills High integrity with the ability to demonstrate an understanding and respect for confidentiality Willingness to work beyond the call of duty Able to find solutions to problems with some degree of flexibility Effective contributor and team player within and with other departments This is a 2-year contract (renewable)