Procurement and Operations Executive

St John’s Home for Elderly Persons is a residential Home under the Ministry of Social and Family Affairs. We have been providing quality and compassionate care to seniors for over 60 years. Reporting to the Head of Operations (HOO), the Procurement and Operations Executive plays a key role in supporting operational efficiency through effective procurement processes and administrative coordination. This position requires a proactive and collaborative approach to ensure seamless support across all department in alignment with established Standard Operating Procedures (SOPs). Someone who is a team player with a positive working attitude, responsible, able to multitask and work independently will be successful in this role.

OBJECTIVES OF THIS ROLE

• Assist in manage the Home in accordance with all applicable laws, regulations, rules, and guidelines.
• Support Admin operational processes include procedures of the Home, recommending solutions for improvement when necessary.
• Assist in implementing governance policies of the Home, and continually manage and improve on your related existing processes of the Home if needed.
• Ensure prompt and quality of service delivery.

RESPONSIBILITIES AND DUTIES

Stock/Donation-in-Kind (DIK) Management & Order of Supplies

Stock Management

• Receive and manage donation-in-kind stocks and update through the Stock Management System (SM) including generate monthly DIK report when needed
• Maintain inventory tracking, withdrawal forms, and monthly reporting
• Procure food and housekeeping items in accordance to the SOP
• Monitor food stock expiry in SM and propose usage plans

Procurement

• Order food and housekeeping items as per SOPs through Supplier Purchase Orders System (POS)
• Update pricelist in Donation System and perform annual price survey
• Work closely with the operations team on stocks utilisation

Operational and Administrative Support

Admission Support

• Handle inquires related to admissions, donations, and resident statistics via calls or walk-in
• Assist in admission and discharge processes, including file creation and maintenance.
• Maintain sponsor and caregiver list including case file and residents’ photos archive and update to Client System

Procurement Management

• Manage the full cycle of procurement activities and be the centralized procurement in charge including sourcing, evaluation and selection of vendors
• Assist in sourcing and managing contractors for all purchases including maintenance works and repairs
• Ensure proper documentation and follow-up for invoices and supporting documents from vendors
• Raised purchase requisition through POS and handle contract management for the Home
• Maintain a well-organized filing system including important documents and various monthly reports and worksheets

Administrative Support

• Handle residents’ inquires and requests
• Assist residents’ to resolve minor issues
• Support the operations team on any maintenance matters
• Conduct photocopying and miscellaneous administrative tasks

REQUIREMENTS

• Minimum relevant Diploma or equivalent experience of at least 5 years
• Meticulous and sharp eyes for details.
• Strong team player and organized individual.
• Able to manage and interact effectively with various stakeholders
• Proactive and can adapt quickly to changing needs
• Willing to step up and take on additional responsibilities as required.
• Strong problem-solving skills
• Physically fit to handle bulk items effectively.