Senior Assistant Manager

The Opportunity

The incumbent will oversee and be overall accountable for proper contract management and administration of assigned services across NUHS institutions. He/she is responsible for developing, negotiating, managing and leading Group Hospitality contractual arrangements with service providers to create and sustain a safe and healing hospital environment for patients, staff and general public.

He/ She is required to work closely with the Hospitality teams at the institutions, who are focused on vendor management and operationalisation.

Responsibilities:

Strong culture of staff and leadership accountability

• To work closely with COO, Group Hospitality and Head, Group Hospitality in building clear accountability, expectations and deliverables for the Hospitality team.

• Provide proper terms of reference (TOR) and job description for each staff managing the Hospitality contracts and ensure staff are aware of their accountability for service performance or lapses.

• Ensure the Hospitality leadership teams of each institution take responsibility for good contract management.

• Clear end-to-end expectations on contract management which include the Pre-signing responsibilities of the Contract Owners, and the post-signing responsibilities which broadly covers Contract Monitoring (e.g. Service level

monitoring), Escalation of Contract Errors, Non-Compliances, Claims and Disputes, Legal Disputes, Contract Review (e.g. Supplier performance assessment, Exercising of option years etc.) and Retention.

• These will form part of the leadership and staff annual total performance management (TPM) reviews

Contract drafting, evaluation, negotiation, and execution

• Work with the Central Lead, Institution leads to develop, negotiate, manage and maintain Group Hospitality contracts for AH, NUH, NTFGH / JCH and NUP.

• Serve as a subject matter expert and provide guidance on contract matters to institution leads or other operational staff, including training of new contract managers and other employees in contract management practices and procedures.

Maintaining contractual records & communication to stakeholders

• To 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 implementation

Developing and implementing procedures, policies and checklist

•  To develop, harmonise and execute SOPs and policies to help maintain best practices, provide a baseline for accountability expectations, and protect against legal, regulatory, and liability issues

• To review SOPs and Policies on an annual basis and to ensure they are relevant and effective

• Monitor compliance by Group Hospitality staff, stakeholders and service partners quarterly with established procedures / checklist.

Vendors Management & Audits

• To work closely with Central Lead, Institution leads and monitor vendor performance and accounting of key performance indicators (KPIs) on a monthly basis via a contract performance checklist.
• Ensure that contracts are executed accordingly, and all KPIs and invoices are verified on a monthly basis 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 lead
• To carry out monthly analysis on vendor performance (based on source data)
• Together with the Central Lead, Institution leads, conduct monthly cross Institutional and systematic audit and quarterly surprise audits to assess vendor’s overall performance
• To ensure all MOHH GIA audits findings are closed within the committed timeline unless stated otherwise
• To review the monthly performance results and to recommend to COO, Head, Group Hospitality & Institutions leads in issuing LD/Service performance deduction for non-performance

Risk management

• Work with Finance and MMD to ensure adherence to broader finance and procurement risk requirements such as payment, manpower, pricing of supplies, liquidated damages. Review on a quarterly basis.

Knowledge Management

• Maintain good documentation (e.g. records of all contracts, records, reports, documentation)
• Standardise reporting to NUHS management across all institutions – what to report, how to report, when to report (frequency)
• To work with Head, Group Hospitality to shortlist staff to attend Contract Management Course
• Learning from the BEST – to work with COO and Head, Group Hospitality in organising learning trips that enhance contract management skills (at least 1 trip per year)

Requirements:

• Recognised Degree in any discipline, preferably in contract management in Healthcare / Hotel Setting
• At least 3 years of related experience
• Good team player
• Strong interpersonal skills
• Good writing and communication skills
• Analytical, meticulous and high level of initiative