Role Purpose
Responsible for managing end-to-end procurement for GIIS projects, facilities, maintenance, fit-out works, and campus operations in Singapore. The role ensures that procurement activities are timely, cost-effective, compliant, transparent, and aligned with project delivery and operational continuity requirements.
The role works closely with Projects & Infrastructure, Finance, Legal, Operations, Facilities, school leadership, and vendors to maintain strong governance, commercial value, and audit-ready documentation.
Primary Accountabilities
- Lead procurement planning, sourcing, RFQ/RFP, tendering, evaluation, negotiation, award recommendation, purchase order processing, and delivery follow-up.
- Drive cost optimisation, value engineering, budget control, and commercial transparency.
- Manage vendor onboarding, performance reviews, contract renewals, compliance documentation, and issue resolution.
- Maintain procurement records, approval trackers, contract registers, cost databases, and management reports.
- Ensure procurement activities comply with GIIS policies, approval limits, audit requirements, and Singapore regulatory expectations.
Key Responsibilities
- Strategic Sourcing & Tender Management
- Prepare procurement plans based on approved project, facilities, maintenance, and campus operational requirements.
- Lead RFQ, RFP, tender, quotation, bid evaluation, negotiation, and award recommendation processes.
- Coordinate with technical and user teams to confirm scope, specifications, quantities, timelines, and budget requirements before sourcing.
- Identify suitable suppliers, benchmark market rates, and recommend commercially competitive and reliable sourcing options.
- Vendor, Contract & Compliance Management
- Manage vendor onboarding, pre-qualification, compliance documents, insurance records, statutory submissions, and approved vendor lists.
- Track vendor performance in relation to cost, quality, delivery, responsiveness, safety, service standards, and issue resolution.
- Coordinate contract renewals, service agreements, purchase orders, variation requests, and close-out documentation.
- Ensure procurement activities are conducted in accordance with GIIS policies, approval limits, audit requirements, and applicable Singapore regulatory expectations.
- Cost Control, Reporting & Stakeholder Support
- Support budget validation, cost comparison, value engineering, savings tracking, and variance reporting with Finance and project teams.
- Maintain procurement trackers, contract registers, approval records, cost databases, delivery logs, and management reports.
- Coordinate with Projects & Infrastructure, Facilities, Operations, Finance, Legal, school leadership, and vendors to resolve procurement matters promptly and professionally.
- Support urgent operational procurement while maintaining proper approvals, documentation, transparency, and audit readiness.
- Procurement Governance, Risk & Audit Readiness
- Ensure appropriate segregation of duties, approval workflows, quotation comparisons, and documentation controls for all procurement activities.
- Identify procurement risks related to vendor dependency, cost escalation, delivery delays, contract gaps, compliance lapses, and emergency purchases.
- Maintain audit-ready records for approvals, quotations, evaluations, negotiations, vendor documents, purchase orders, invoices, and contract renewals.
- Support internal reviews, audits, management checks, and corrective actions related to procurement governance.
- Procurement Systems, Data & Process Improvement
- Improve procurement templates, trackers, approval notes, comparison formats, vendor evaluation forms, and reporting dashboards.
- Analyse procurement data to identify recurring spend, savings opportunities, supplier consolidation, pricing trends, and service improvement areas.
- Support the adoption and effective use of procurement, purchase order, and finance systems.
- Standardise procurement practices across Singapore campus operations to improve consistency, transparency, and turnaround time.
Key Skills & Competencies
- Strong procurement, sourcing, tendering, negotiation, and commercial evaluation capabilities.
- Good understanding of facilities, maintenance, construction, fit-out, and service procurement.
- High standards of integrity, confidentiality, fairness, and transparency in vendor dealings.
- Structured, detail-oriented, and able to manage multiple priorities within tight timelines.
Technical Skills
- Proficient in Microsoft Excel, procurement trackers, cost comparison sheets, and management reporting.
- Working knowledge of procurement, purchase order, or finance systems.
- Able to prepare RFQ/RFP documents, evaluation tables, approval notes, dashboards, and audit-ready records.
Qualifications & Experience
- Bachelor's degree or diploma in Procurement, Engineering, Quantity Surveying, Facilities Management, or a related discipline.
- 10–12 years of relevant procurement experience, preferably in Singapore.
- Experience in construction, facilities management, school operations, real estate, hospitality, healthcare, or service procurement is preferred.
- Proven experience in tendering, vendor negotiations, contract renewals, purchase order management, and supplier performance reviews.
