SENIOR EXECUTIVE, PROCUREMENT - MEDICAL TECHNOLOGY SERVICES

General Description

• Strategic Leadership & Governance

• Execute day-to-day procurement activities for medical equipment, including PR, RFQ, tender documentation, and PO processing.
• Ensure compliance with procurement policies, procedures, governance requirements, and audit standards.
• Support Senior Manager and Deputy Manager by providing accurate documentation and ensuring timely execution of tendering activities.
• Contribute to value-based procurement by ensuring accuracy, completeness, and consistency in all procurement documents.

• Tender & Contract Management

• Prepare and compile tender documents, consolidate vendor submissions, and coordinate technical clarifications with relevant stakeholders.
• Maintain contract records, service agreements, and documentation related to vendor compliance and performance.
• Assist in evaluating quotations and preparing commercial comparison sheets for tender decision-making.
• Conduct basic market research and price benchmarking to support tender preparation and sourcing activities.

• Supplier & Stakeholder Management

• Coordinate communications with vendors on quotations, document updates, product information, and administrative requirements.
• Liaise with internal stakeholders (biomedical, hospital operations, finance, TAC secretariat, category teams) to support procurement requests and ensure process alignment.
• Provide data, technical inputs (as per available information), and administrative support for hospital evaluations of medical equipment.
• Assist in supplier tracking activities and documentation related to vendor assessments.

• Financial & Cost Optimization

• Prepare cost comparison sheets, track procurement spending, and update savings trackers for reporting purposes.
• Support budget planning and the preparation of justification documents for procurement decisions.
• Monitor cost variances and assist in compiling financial summaries for management review.
• Ensure accuracy of pricing, contractual terms, and lifecycle cost information in all procurement documents.

• Process Improvement & Innovation

• Identify workflow gaps and escalate process issues within the procurement cycle for resolution.
• Support digitalisation initiatives, including Ariba tender management updates, data accuracy, and document standardisation.
• Assist in maintaining procurement templates, tools, and dashboards to improve operational efficiency.
• Participate in benchmarking and knowledge-sharing activities to enhance category performance.

• Leadership & Team Development

• Coordinate workflow with team members to ensure smooth documentation flow, timely submissions, and process compliance.
• Provide operational assistance during tender reviews, proposal compilation, and evaluation preparations.
• Support internal meetings by preparing summaries, follow-up actions, and required documentation.
• Maintain organised records and ensure all procurement files are audit-ready and compliant with governance standards.

• Reporting & Performance Monitoring

• Prepare and update routine procurement reports, dashboards, and tracking sheets for management review, ensuring accuracy and completeness of data.
• Monitor and track procurement KPIs including RFQ/tender progress, vendor submissions, contract status, and compliance documentation.
• Support reporting on savings, price benchmarking updates, and procurement timelines to assist category planning and budgeting cycles.
• Ensure all data, documents, and performance records remain audit-ready and aligned with annual procurement objectives.

Job Requirements

• Maximum Master in Business Administration/ Accountancy
• Minimum Degree in Bachelor in Social Science/Business Management/ Accountancy / Engineering/ Medical Related (where applicable)
• 3 years and above related working experience and exposure in a procurement environment and activities
• Good communication skills to coordinate effectively with vendors and internal stakeholders across hospitals, biomedical teams, finance, and category managers.
• Ability to analyse pricing, prepare comparison sheets, review quotations, and perform basic market research and benchmarking.
• Fundamental understanding of medical equipment categories, procurement processes, commercial terms, and documentation requirements.
• Working knowledge of procurement governance, tender playbook requirements, and compliance frameworks.
• Ability to support contract administration, including service agreement tracking, vendor performance documentation, and renewal preparation.
• Capable of gathering information, validating data, and supporting category teams with procurement insights and documentation accuracy.
• Strong attention to detail and commitment to accuracy in documentation and reporting.
• Self-driven, proactive, and able to manage multiple tasks with minimal supervision.
• Collaborative team player with a positive working attitude and willingness to support department objectives.
• Professional, confident, and able to communicate clearly with stakeholders at all levels.
• Organised, disciplined, and able to maintain proper records for audit and governance purposes.