The incumbent will support his/ her Reporting Officer in the management of vendors to fulfil service contract obligations. He/She will also assist with all related planning, coordination, staffing and administration of daily operations. He/ She is accountable to the Institution Lead, Group Hospitality for proper contract management and smooth operationalisation at the institutional level.
Primary Responsibilities and Duties (80%)
- Ensure contract management and administration are fully compliant with contract terms and conditions, as well as NUHS Contract Management Policy and Audit Compliance
- Analyse all requirements and provisions in contracts, including terms and conditions to work with vendor on implementation and compliance
- Conduct workforce qualifications/ competency assessment before allowing deployed staff to work in certain critical areas in hospital
- Ensure all services rendered by the vendors meet the service standards set in the KPIs and users expectation
- Ensure vendor performance reports are validated using source data
- Conduct sampling check on the accuracy of contract KPIs that are compiled manually at institutions monthly
- Ensure contract checklists are completed when verifying the contract and vendor performance monthly
- Escalate issues to Institution Lead, Group Hospitality if necessary
- Oversee daily operations, attend to user department requests and troubleshoot issues with vendor (if any)
- Raise Purchase Requests/ Purchase Orders for the procurement of institution specific purchases in accordance with NUHS Procurement Policy
- Ensure vendor is compliant with Workplace Safety regulations
- Ensure institution BCP is in place with drills being planned and validated annually
- Manage in-house inventory (e.g. linen) (if applicable)
- Ensure fixed assets are tracked, accounted for and maintained according to maintenance plan (e.g. patient trolleys, wheelchairs, food trolleys)
- Ensure that contracts are executed accordingly, all KPIs are verified, with contract checklists completed and supporting documents appended, before submitting payment to Institution Lead for approval
- Work with Institution leads on the actions to be taken for non-performance
- Maintain good documentation (e.g. records of all contracts, records, reports, documentation, minutes of meetings with vendors)
- Assist Institution Lead to collate required expenses during the annual and multi-years budgeting exercise
- Ensure budget is utilised according to planned activities
- Coordinate with Finance to ensure correct billing according to contractual obligations
- Lead or participate in assigned projects and tasks assigned by Institution Lead, Group Hospitality
Secondary Responsibilities and Duties (20%)
- Monitor and ensure all vendors and service providers adhere to the house rules.
- Take on and assist in projects and ad-hoc assignments.
- Develop and counsel staff. Conduct briefings with department's supervisors along with service partners, always maintaining open channels for communication and feedback.
- Supervise various operations as and when required.
- Perform any other duties assigned by the Reporting Officer.
Requirement
- Recognised Degree, preferably in contract management in Healthcare / Hotel Setting / Horticulture, Certified Practicing Horticulturist (CPH), or related field
- Good team player
- Strong interpersonal skills
- Good writing and communication skills
- Analytical, meticulous and high level of initiative
- Record of good leadership and project management
