Senior Executive
Strong Culture of Staff and Accountability
To 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 Execution
To support the contract management team or as designated to develop, negotiate, manage and maintain Facility Maintenance contracts for AH, NUH, NTFGH / JCH and NUP
Ensure stakeholders fully comply with NUHS Contract Management Policy and Processes, NUHS Procurement Policy and Audit Compliance
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, Workflows and Checklist
To cute developed, harmonize SOPs and policies to help maintain best practices, provide a baseline for accountability expectations, and protect against legal, regulatory, and liability issues
To assist review SOPs and Policies on an annual basis and to ensure they are relevant and effective
Monitor compliance by FM staff, stakeholders and service partner quarterly with established procedures / checklist.
Manage Vendors’ Performance
To 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 Invoice
Ensure 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 lead
To 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 pilferage
Procurement and Vendor Management
Oversee and monitor inventory levels maintained by service providers
Conduct regular audits of service provider stock to ensure accuracy and adequacy
Regularly review and analyze charges from service providers to prevent overcharging
Conduct market research to ensure all costs remain competitive
Work together with Contract Management Team Lead in the annual Schedule of Rates (SOR) review process, securing the best prices
Establish and monitor KPIs for service providers
Implement cost-saving initiatives
Generate reports on stock levels, pricing comparisons, and cost savings
Validate 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) replacement
To ensure Service providers spare part claims are processed within the agreed timeline.
Strategic Procurement Management
Assist in developing and implementing procurement strategies aligned with organizational goals
Analyze market trends and pricing to inform purchasing decisions
Identify and implement cost-saving opportunities across the institution
Collaborate with various FM trade/departments to understand and support procurement needs.
Operational Oversight
Manage e-procurement systems and contract management tools
Maintain standardized contracting processes
Ensure compliance with relevant regulations and internal policies
Audits
Together 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 performance
To ensure all MOHH GIA audits findings are closed with 2 weeks unless stated otherwise
To inspect vendor inventory and stock management monthly and to ensure that spares are sufficient based on breakdown trends
Risk Management
Work 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 pricing
Knowledge Management
Maintain good documentation (e.g. records of all contracts, records, reports, documentation)
Site Specific
Provide administrative support to Site FM team