Manager, Procurement and Contracts Management, OCIS

Company Description

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university. Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

Responsibilities

• This position is for Office of Campus Infrastructure and Services (OCIS).
• Contract Management: Undertake the day-to-day Contracts Management for A&A/improvement projects, new construction projects and facilities management services. Collaborate with project managers on contractual and cost-related matters, ensuring compliance with appropriate tendering and procurement procedures. Prepare tender documents and develop a procurement management framework. Administer tenders and procurement for consultants and contractors through QFM and PQM tenders, as well as through quotation exercises. Monitor and validate work progress, payments, variations, and final accounts through site visits and document verification, ensuring alignment with contract terms and agreed schedules and maintaining optimal cash flow. Lead and organize variation meetings regularly to keep track of the approved budget. Judiciously evaluate, process and recommend tenders, quotations, variation orders, payment of consultants' fees, contractors' progress payments and final accounts for approval. Manage resolution of contractual claims and implementation of cost control measures from pre-tender to post-contract stages. Represent the University during progress and technical discussions/meetings with consultants and contractors. Assist in conducting technical reviews of consultants' proposals to ensure designs are optimal, fit-for-purpose, within the approved budget and that they meet the goals and aspirations. Track construction progress and project expenditure to ensure the project is completed within budget and on schedule. Coordinate with Facilities Management Services (FMS) teams on handover requirements, transitional arrangement and post-construction support.
• Vendor and Category Management: Identify, evaluate, and select vendors/suppliers based on quality, reliability, and cost-effectiveness. Maintain strong vendor relationships to leverage opportunities for cost savings, innovation, and improved service. Negotiate contracts, terms, and conditions to secure favorable agreements while mitigating risks. Secure the best value for money by identifying cost-saving opportunities and implementing strategies to achieve favourable terms, pricing, and service levels in agreements. Supervise contractor performance to ensure adherence with the stipulations of the contract.
• Risk Management and Compliance: Assess and mitigate risks associated with procurement activities, ensuring adherence to legal and regulatory requirements and the University’s policies and procedures.
• Budget Management/Coordinator: Manage OCIS internal stakeholders' budget. Support OCIS budget coordinator in managing the annual and mid-year budgeting exercise for OCIS, in a timely manner.
• Continuous Improvement: Enhance internal systems, processes, and procedures to increase efficiency, maximize commercial opportunities, and minimize risks. Implement innovative procurement and contract strategies based on industry best practices. Identify efficiency improvement opportunities by reviewing policies, procedures and workflows, providing greater value to stakeholders while reducing non-value-added activities.
• Other duties as assigned: Perform any other duties assigned by supervisor to support smooth workflow and timely delivery of tasks.

Qualifications

• Degree in Building or Quantity Surveying, Construction/Project Management or other building/facilities management related fields.
• At least 10 to 15 years of hands-on, relevant experience in the Singapore building industry, preferably in both the private and public sectors and have performed the role of a consultant or a developer/owner's representative, or both.
• Experience in projects, contracts management, procurement methodologies and evaluation of construction cost norms, with exposure to facilities management services would be an advantage.
• Proven experience in managing multi-million-dollar contracts for large-scale A&A/improvement works, new construction projects, particularly those of significant scale and complexity (experience in similar projects is a plus).
• Self-motivated, capable of managing responsibilities, and working independently.
• Strong ability to innovate and add value in campus development matters is an advantage but not essential.
• Excellent communications (both written and spoken) and interpersonal skills.
• Strong organizational, analytical skills and a team player.
• In-depth knowledge of procurement strategies and sourcing techniques.
• Experience in vendor/supplier management and relationship building.
• Proficiency in using procurement software and tools (e.g. SAP, Ariba system) is an added advantage.
• Analytical mindset with the ability to interpret data, assess supplier performance, and make data-driven decisions.

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.