Senior Executive

Strong Culture of Staff and AccountabilityTo 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 ExecutionTo support the contract management team or as designated to develop, negotiate, manage and maintain Facility Maintenance contracts for AH, NUH, NTFGH / JCH and NUPEnsure stakeholders fully comply with NUHS Contract Management Policy and Processes, NUHS Procurement Policy and Audit ComplianceMaintaining Contractual Records & Communication to StakeholdersTo 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 implementationDeveloping and Implementing Procedures, Policies, Workflows and ChecklistTo cute developed, harmonize SOPs and policies to help maintain best practices, provide a baseline for accountability expectations, and protect against legal, regulatory, and liability issuesTo assist review SOPs and Policies on an annual basis and to ensure they are relevant and effectiveMonitor compliance by FM staff, stakeholders and service partner quarterly with established procedures / checklist.Manage Vendors’ PerformanceTo 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 InvoiceEnsure 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 submission The report will need to be endorsed by the institution contract management leadTo 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 pilferageProcurement and Vendor ManagementOversee and monitor inventory levels maintained by service providersConduct regular audits of service provider stock to ensure accuracy and adequacyRegularly review and analyze charges from service providers to prevent overchargingConduct market research to ensure all costs remain competitiveWork together with Contract Management Team Lead in the annual Schedule of Rates (SOR) review process, securing the best pricesEstablish and monitor KPIs for service providersImplement cost-saving initiativesGenerate reports on stock levels, pricing comparisons, and cost savingsValidate 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) replacementTo ensure Service providers spare part claims are processed within the agreed timeline.Strategic Procurement ManagementAssist in developing and implementing procurement strategies aligned with organizational goalsAnalyze market trends and pricing to inform purchasing decisionsIdentify and implement cost-saving opportunities across the institutionCollaborate with various FM trade/departments to understand and support procurement needs.Operational OversightManage e-procurement systems and contract management toolsMaintain standardized contracting processesEnsure compliance with relevant regulations and internal policiesAuditsTogether 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 performanceTo ensure all MOHH GIA audits findings are closed with 2 weeks unless stated otherwiseTo inspect vendor inventory and stock management monthly and to ensure that spares are sufficient based on breakdown trendsRisk ManagementWork 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 pricingKnowledge ManagementMaintain good documentation (e.g. records of all contracts, records, reports, documentation)Site SpecificProvide administrative support to Site FM team