Job Description

Reporting to the Head of Administration, the Procurement Senior Executive / Assistant Manager will be the primary point of contact for all procurement matters and has responsibility for the following such as:

• Administer quotation and tender processes and review procurement documents, ensuring sound justifications for limited quotations and overall adherence to university policy and procedures.
• Publish sourcing requests and respond to supplier queries.
• Collate bids for evaluation and drive vendor negotiations to ensure financial prudence.
• Prepare and validate evaluation reports and documentation.
• Upload finalised documents to procurement platform for approvals and follow-up with authorities.
• Generate Letters of Acceptance and Purchase Orders upon approval
• Monitor procurement activities to identify potential risks or non-compliance with NUS regulatory policies.
• Provide end-to-end support and guide users on procurement policy, procedures, and systems. Engage suppliers for registration in SmartBuy and handle related clarifications.
• Resolve related issues faced by users with procurement systems.
• Provide regular reporting of procurement performance and spending analysis.
• Engage suppliers for registration in SmartBuy and handle related clarifications.
• Manage LMPRS and NUService Hub requests.
• Update changes to Approving Authorities and approval limits.
• Perform timely procurement transactions in NUS’ procurement system (i.e. publication, bid download, award, PO creation, goods receipt) to meet service levels.
• Develop a sound supplier network, manage supplier relationships and contract.
• Handle or oversee independent handling of these POs by respective teams or staff
• Support general office procurement (e.g. office stationery, whiteboard markers) at regular intervals.
• Perform sourcing for General Goods and Services (GGS) category.
• Disseminate updates on policies.
• Develop and deliver training programmes and procurement clinics for university staff on procurement policies, procedures, and best practices.
• Work with NUS Dentistry teams for procurement planning, aligning with budget cycles and strategic priorities.
• Analyze spending patterns to identify opportunities for bundling or strategic buys to optimize procurement efficiencies.

Qualifications

• Bachelor's degree, preferably in Business Administration, or a related field 
• At least 3-5 years of relevant experience in procurement, or a related field is essential. 
• Strong procurement management skills, with knowledge of bidding, negotiation, and procurement policies and procedures).
• Excellent communication and interpersonal skills for effective stakeholder engagement and negotiation (i.e., vendors and suppliers).
• Proficiency in e-procurement and Enterprise Resource Planning (ERP) systems (e.g., Smartbuy).
• Proficient in Microsoft Office