Responsible for overall general administration of the department to support the Faculty team in all Faculty activities.

ROLES AND RESPONSIBILITIES

Faculty Admin R&R:

Maintain and organize the filing (Batch files, memo, training records, stationery and First Aid items, etc.) for faculty records.
Ensure all records and documentation are accurately maintained and up to date.
Relay information from online to onsite colleagues to ensure smooth communication and operations.
Print and file batch file materials, memo, meeting minutes etc.
Scan and file completed attendance records in the designated location in SIS.
Coordinate with instructors on the staff lunch menu
Print certificates, manage the certificate collection file and coordinate with instructors.
Photo and reel taking for instructor and students activities and coordinate with Vas for completing the final video reels and pics for record and social media.
Take meeting minutes as a meeting secretary.
Assist with any other ad-hoc duties as assigned within the department and with other department as per the direction from HOD.

Purchasing Executive R&R

Ongoing assessment, strategic sourcing and supplier relationship management
Drive alignment within all the units, update procurement processes and comply with procurement best practices.
Identify opportunities for long-term relationships/partnerships
Follow up with chef instructors and HOD regarding the purchase requisition for practical training lessons and events.
Cost Control and quality assurance of delivered food and non-food ingredients. Ensure the necessary documentation as per the SFA regulations regarding the receipt of food ingredients.
Maintain storage conditions and storage facilities as per SFA requirements.
Prepare Purchase Order for food and non-food items and email to vendors. Ensure the documents are in order and record the information for the receiving and audit purposes.
Follow up on delivery status.
Ensure the ordering of ingredients as per operational need and within the budgeted cost allocated for the purchases.
Source quotation from reputed and licensed companies for food and non-food items.
Ensure the invoices are recorded timely manner and handed over to finance within two days after the delivery of items.
Ensure the cleanliness and food safety in the food receiving and food storage facilities.
Update and keep proper records of F&B and non-food purchases.
To prepare the standard purchase specifications document and liaise with faculty manager and programme leads.
Conduct a documented inventory of food items once in a month. Last week of the month.
Conduct all food/non-food related tenders (if any).
Handling of discrepancies/defects with suppliers.
Maintain the filing system of purchasing records.
Follow up with amendments if required.
Ensure the documentation of all invoices, quotations, contract agreements, MOU etc.
Liaise with Finance on payment and credit issues.
Work with internal departments to review the end users requirements and delivery lead time.
Assist in any other ad-hoc duties as assigned.
Review the existing purchasing processes once in a year and propose innovative and cost-efficient industry practices related to purchasing.

Relevant Qualifications and Skills

Diploma in Purchasing Management or Food and Beverage or Business Management or any other equivalent discipline.
At least 3-5 years of working experience in procurement management or F&B operation as a chef with experience in procurement/administration.
Computer literacy in MS Office.
Must be proactive, meticulous and able to work independently.
Ability to multi-task and very good communication skills.
Able to work on weekend as per the operation needs.
Confidence to conduct presentations on management reports
Digitally savvy
Proficient in Microsoft Office applications

Procurement Executive

Faculty Admin and Procurement Executive