Assistant Manager, Contracts & Procurement

MAIN RESPONSIBILITIES & ACCOUNTABILITIES  

Specific duties include but are not limited to:

• Build procurement market intelligence capabilities by analysing market and trends in the real estate industry, providing valuable insights that inform strategic decision-making.
• Support the head of department in updating of procurement strategies in response to the changing market conditionsand alignment with organizational objectives
• Support the head of department in developing and implementing plans for tenders to award vendors and manage the support operational logistics
• Ensure compliance with lawsand regulations, pursue amalgamation and integration of hardand soft services contracts
• Ensure a smooth procurement process which includes preparing tender documents for release to ensure that Tender or RFP/RFQs are collated in a timely manner and attention to detail will be essential in facilitating successful bids.
• Ensure procurement activities are performed in accordance with company’s policies and procedures as well as HSE/Quality scoring method.
• Engage with key stakeholders to facilitate the preparatory processes for tenders and awards by obtaining necessary approvals fostering collaboration across departments.
• Provide advice and recommendations to head of department for contracts & procurement management, identifying process improvements, suggesting best practices, or developing innovative solutions to enhance team productivity.
• Conduct training on procurement in addition to attending internal trainings conducted for policies or procedures relating to contracts & procurementand insurances know-how.
• Manage contract administration through award of contracts.
• This includes:
• Manage contract renewals including liaising with property manages for assigned contract listing and ensuring that all renewals are completed timely manner,
• Ensure all contractual obligations have been met,
• Ensure all contractual documentation is completed before closing out,
• Ensure proper filing system is maintained,
• Manage vendor performance review process including follow up on corrective actions where necessary as needed to uphold service quality.

• Assist the head of department in developing strategic plans for contract administration and ensuring all processes are streamlined and optimized in speed and accuracy.
• Manage the preparation of legal/audit issues on contract administrationand insurance, ensuring adherence to all requirements.
• Ensure accurate tracking system is maintained from tendering stage through to contract expiry as when required to enhance accountability.
• Collaborate with key stakeholders, including other department heads and insurance brokers, prepare for the timely renewal of insurance policies such as Comprehensive General Liability, Terrorism and Sabotage, and Industrial All Risks.
• Ensure regular insurance policy updates and mitigates coverage gaps and maintains compliance with industry regulations in protecting the organization's interests and assets.
• You may be expected to perform additional responsibilities that will be assigned from time to time as your role matures and progresses over time.

Educational Background:

·       Bachelor's degree in Business Administration, Supply Chain Management, Finance, or a related field.

Experience:

·       5-7+ years of experience in contracts and procurement.

·       Proven track record in managing tender processes, contract reviews, and financial analysis.

Skills:

·       Strong analytical skills to build market intelligence and conduct financial analysis.

·       Excellent communication and interpersonal skills to liaise with managers and external parties.

·       Leadership and management skills to supervise the finance team and provide guidance to junior staff.

·       Compliance knowledge to understand and implement financial regulations and internal control policies.

Certifications

·       CIPS (Chartered Institute of Procurement & Supply) or similar certification can be advantageous.

Personal Attributes:

·       Detail-oriented and able to manage multiple tasks efficiently.

·       Ethical and trustworthy, adhering to authority limits and making responsible decisions.

·       Proactive and innovative, with a focus on continuous improvement and development.