Role Overview
We are seeking a passionate and detail-oriented Procurement Executive to manage the operational lifecycle of vendor relationships from selection support and onboarding through performance monitoring and offboarding. The role delivers timely day-to-day procurement support, strengthens vendor-data and documentation controls, and supports initial price and supplier harmonisation during ERP implementation.
This role is the operational coordination point for vendor records, purchase order exceptions and escalated supplier issues. It prepares information and drives follow-up final approvals and strategic decisions remain with the authorised stakeholders.
Key Responsibilities
1. Vendor lifecycle administration and controls
- Coordinate vendor onboarding, required documentation, due diligence records, contract initiation and offboarding activities in accordance with approved policies and workflows.
- Collect vendor bank details and supporting evidence, route them to independent Finance checker for verification before vendor master activation or amendment.
- Coordinate and retain anti-money laundering (AML), sanctions-screening and related due diligence documentation promptly escalate incomplete, adverse or unusual findings to the authorised reviewer.
- Maintain complete and accurate vendor records and a centralised repository for contracts and GPO register records.
- Monitor contract and document expiry dates and follow up with vendors and internal owners on renewals, updates or offboarding actions.
2. Sourcing and procurement operations support
- Gather quotations for non-tender purchases and prepare clear, accurate comparison schedule for review and approval by the authorised stakeholders
- Support tender exercises by coordinating administrative timelines, bidder communication, submission records, evaluation documentation and audit trail completeness, without determining tender strategy or award decisions.
- Review emergency purchases and ensure stakeholders provide justifications, appropriate approvals and document post-event records.
- Support initial price and supplier harmonisation during ERP implementation by compiling comparable pricing, supplier terms, purchase history and duplicate-supplier information for management review.
- Follow up vendors confirmation of purchase orders, delivery issues and order queries when escalated by Nursing Homes, and coordinate resolution with requesters, vendors and relevant internal teams.
- Manage purchase order transmission exceptions when ERP-generated POs fail, are rejected or require follow-up maintain an exception log and escalate recurring system or supplier issues.
3. Vendor performance and issue management
- Maintain a vendor issue and performance log, including delivery delays, non-conformance, service failures, disputes and agreed corrective actions.
- Track vendor performance against contracted service levels and agreed measure, including on-time delivery (OTD), order confirmation, quality or non-conformance trends and closure of corrective actions.
- Coordinate vendor review meeting, prepare performance summaries, record decisions and follow up action items and remediation plans to closure.
- Escalate material, recurring or unresolved performance issues to the appropriate contract owner or procurement lead for decision.
4. Reporting, data quality and continuous improvement
- Prepare regular and ad hoc reports on vendor spend, category spend, supplier concentration, price difference, vendor performance, on-time delivery, non-conformance and outstanding issues.
- Perform routine data-quality checks across vendor records, contracts, PO exceptions and performance logs, and coordinate correction of gaps or duplicates.
- Identify recurring operational issues and recommend practical improvements to templates, checklists, service levels and working procedures for approval.
- Support user guidance and adoption of approved procurement procedures and ERP processes during implementation and stabilisation.
What We're Looking For
- A diploma or degree in Supply Chain, Procurement or a related discipline relevant professional certification is an advantage.
- 2-5 years of relevant experience in procurement operations, vendor management, sourcing support, supplier master administration or a related role.
- Experience supporting quotation exercises, vendor onboarding, contracts or purchase orders in an ERP-enabled environment.
- Exposure to healthcare, social services, non-profit or other regulated and multi-site environment is advantageous.
- Strong spreadsheet and data-analysis skills, with the ability to prepare clear spend and vendor performance reporting familiarity with ERP reporting tools is preferred.
- Strong coordination, follow-up and stakeholder-management skills, with confidence engaging both operational teams and vendors.
- High attention to detail, integrity and comfort working with a team through process change and ERP implementation.
What We Offer
This role provides an opportunity to contribute to the transformation of our Finance and Procurement function while supporting the delivery of nursing home and social-service programmes. The successful candidate can expect:
- The opportunity to help shape and establish a centralised procurement and vendor-management operating model.
- Hands-on exposure to an organisation-wide ERP implementation and the redesign of procure-to-pay processes.
- Collaborative and mission-driven work culture.
- Cross-functional exposure to Finance, Operations, Nursing Homes, IT, governance stakeholders and senior management.
Your Story Matters
Join us and let's write the next chapter together.
