The incumbent will support his/ her Reporting Officer in the management of vendors to fulfil service contract obligations. 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 operationalisation at the institutional level.He/ She will deputise the Reporting Officer and cover the duties in his/her absence.ResponsibilitiesEnsure contract management and administration are fully compliant with contract terms and conditions, as well as NUHS Contract Management Policy and Audit ComplianceAnalyse all requirements and provisions in contracts, including terms and conditions to work with vendor on implementation and complianceConduct workforce qualifications/ competency assessment before allowing deployed staff to work in certain critical areas in hospitalEnsure all services rendered by the vendors meet the service standards set in the KPIs and users' expectationEnsure vendor performance reports are validated using source dataConduct at least 20% sampling check on the accuracy of contract KPIs that are compiled manually at institutions monthlyEnsure contract checklists are completed when verifying the contract and vendor performance monthlyEscalate issues to Institution Lead, Group Hospitality if necessaryOversee daily operations, user department requests and troubleshoot issues with vendor (if any)Raise PRs/ POs for the procurement of institution specific purchases in accordance with NUHS Procurement PolicyEnsure vendor is compliant with Workplace Safety regulationsEnsure institution BCP is in place with drills being planned and validated annuallyManage in-house inventory (e.g. linen) (if applicable)Ensure fixed assets are tracked 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 approvalWork with Institution lead to claim LDs for non-performanceMaintain 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 budgeting exerciseEnsure budget is utilized according to planned activitiesCoordinate with Finance to ensure correct billing according to contractual obligationsLead or participate in assigned projects and tasks assigned by Institution Lead, Group HospitalityRequirementsBachelor's degreeAt least 3 years of related experienceGood team playerStrong interpersonal skillsGood writing and communication skillsAnalytical, meticulous and high level of initiative
