Procurement & Supply Chain Manager

Job Summary

The Procurement & Supply Chain Manager is responsible for managing Ju Eng Home’s procurement, sourcing, contract administration, vendor management, inventory and supply chain activities.

The role ensures that goods and services are sourced in a fair, transparent, cost-effective and timely manner, while maintaining appropriate governance, documentation and internal controls.

The Procurement & Supply Chain Manager also oversees medical and non-medical stores to ensure adequate stock availability, proper inventory control and continuity of essential supplies required for resident care and daily operations.

The role works closely with user departments, Finance and Management to support operational requirements while ensuring compliance with JEH’s procurement policies, Authority Matrix and approval requirements.

Key Responsibilities

1. Procurement Management

• Manage day-to-day procurement activities for goods and services across JEH.
• Review purchase requirements and ensure appropriate procurement processes are followed.
• Coordinate requests for quotations, tenders and other sourcing exercises.
• Ensure procurement documentation is complete, accurate and properly maintained.
• Monitor procurement timelines and follow up on outstanding purchases.
• Ensure urgent purchases are appropriately justified and approved.
• Escalate significant procurement issues to the Head of Facilities, Estate & Procurement.

2. Strategic Sourcing

• Identify suitable sourcing options based on operational requirements, quality, cost and supply risk.
• Develop sourcing strategies for significant or recurring purchases.
• Conduct market sourcing and supplier comparison exercises.
• Support departments in preparing clear specifications and requirements.
• Evaluate supplier proposals together with relevant stakeholders.
• Identify opportunities for consolidation and improved purchasing arrangements.
• Support cost optimisation without compromising quality, safety or resident care.

3. Tender & Quotation Management

• Coordinate quotation and tender exercises in accordance with approved procurement requirements.
• Prepare sourcing documentation and evaluation materials.
• Ensure invited vendors receive consistent information and requirements.
• Coordinate clarification with vendors and user departments.
• Support evaluation committees in assessing commercial and operational proposals.
• Maintain proper records of evaluations, recommendations and approvals.
• Ensure procurement decisions are supported by appropriate documentation and audit trails.

4. Procurement Governance &Internal Controls

• Ensure procurement activities comply with JEH’s procurement policies and Authority Matrix.
• Maintain appropriate segregation of duties within the procurement process.
• Ensure requisition, sourcing, evaluation, approval, ordering, receiving and payment verification are appropriately separated.
• Monitor compliance with quotation and approval thresholds.
• Ensure conflicts of interest are declared and appropriately managed.
• Identify unusual procurement patterns or control weaknesses and escalate them promptly.
• Support internal and external procurement audits.

5. Vendor Management

• Maintain an appropriate vendor database and supporting records.
• Coordinate vendor onboarding and documentation requirements.
• Monitor vendor performance, service quality and reliability.
• Conduct or coordinate periodic vendor performance reviews.
• Follow up on supplier complaints, service failures or quality issues.
• Recommend corrective action, replacement or escalation for underperforming vendors.
• Support development of alternative suppliers for critical goods and services.

6. Contract Administration

• Maintain the central register of procurement-related contracts where assigned.
• Monitor contract commencement, expiry and renewal dates.
• Initiate renewal reviews early enough to allow proper evaluation or re-tendering.
• Ensure approved contractual terms and pricing are accurately reflected in procurement arrangements.
• Coordinate with user departments on service-level performance.
• Maintain signed contracts and supporting records.
• Highlight significant contractual risks or deviations to the Head.

7. Medical & Non-MedicalSupplies

• Oversee procurement and supply of medical and non-medical items.
• Work closely with Nursing and relevant departments to understand consumption and operational requirements.
• Ensure adequate availability of critical and frequently used supplies.
• Monitor stock shortages and coordinate timely replenishment.
• Identify supply risks and establish appropriate alternative sourcing arrangements.
• Support standardisation of commonly purchased items where appropriate.
• Ensure procurement decisions consider product quality and suitability, not only price.

8. Inventory & StoreManagement

• Oversee medical and non-medical store operations.
• Establish appropriate inventory controls and stock-management practices.
• Monitor stock levels, reorder points and consumption trends.
• Ensure proper receiving, storage and issuance of supplies.
• Monitor expired, slow-moving, damaged or obsolete stock.
• Conduct or coordinate periodic stock counts and reconciliation.
• Investigate significant inventory variances and recommend corrective action.

9. Supply Continuity & RiskManagement

• Identify critical supplies and potential supply-chain risks.
• Establish appropriate safety-stock or contingency arrangements where necessary.
• Maintain alternative suppliers for critical items where practical.
• Monitor supplier disruptions and market availability.
• Coordinate with departments when substitutions or alternative arrangements are required.
• Escalate significant supply-continuity risks promptly.
• Support business continuity planning relating to essential supplies.

10. Purchase Order & DeliveryCoordination

• Ensure approved purchases are converted into appropriate purchase orders or procurement documentation.
• Follow up with suppliers on order confirmation and delivery status.
• Coordinate with stores and user departments on deliveries.
• Follow up on incomplete, late or incorrect deliveries.
• Resolve discrepancies relating to quantities, specifications or pricing.
• Ensure supporting records are available for Finance processing.

11. Budget & Cost Management

• Support departments in monitoring procurement expenditure.
• Analyse purchasing patterns and major areas of expenditure.
• Identify opportunities for cost savings and improved commercial terms.
• Track procurement savings where appropriate.
• Provide cost comparisons and analysis for significant purchases.
• Support annual budget planning by providing relevant procurement information and historical trends.

12. Procurement Planning

• Work with departments to forecast significant purchasing requirements.
• Develop procurement plans for major recurring items, services and contracts.
• Monitor upcoming contract expiries and planned purchases.
• Reduce avoidable urgent or last-minute procurement.
• Coordinate procurement activities to support operational and project timelines.
• Provide Management with visibility of significant upcoming procurement exercises.

13. Documentation & RecordKeeping

• Maintain complete and audit-ready procurement records.
• Ensure quotations, tender documents, evaluations, approvals and purchase documentation are properly filed.
• Maintain vendor, contract and procurement registers.
• Ensure supporting documents are readily retrievable for audits and reviews.
• Monitor completeness of procurement files.
• Maintain appropriate confidentiality of commercial and vendor information.

14. Stakeholder Management

• Work closely with Nursing, Operations, Finance and other departments on procurement requirements.
• Provide guidance to user departments on procurement processes and documentation.
• Clarify specifications and sourcing requirements before procurement begins.
• Manage expectations regarding procurement timelines and approval requirements.
• Build constructive working relationships with suppliers and service providers.
• Escalate significant commercial or operational concerns appropriately.

15. Team Leadership

• Supervise procurement and store staff under the function.
• Set clear responsibilities, service standards and work priorities.
• Review staff performance and provide coaching and guidance.
• Ensure adequate coverage for procurement and store operations.
• Identify training and development requirements.
• Promote accountability, integrity and service orientation within the team.

16. Continuous Improvement

• Review procurement and supply-chain processes regularly.
• Identify opportunities to streamline workflows and reduce unnecessary administrative work.
• Improve procurement turnaround time while maintaining proper controls.
• Support implementation of digital procurement, inventory or contract-management systems.
• Develop appropriate KPIs for procurement and supply-chain performance.
• Promote continuous improvement in cost, service, governance and supply reliability.

Requirements

• Degree or Diploma in Procurement, Supply Chain Management, Business Administration, Logistics or a related discipline.
• Preferably at least 5–7 years of relevant procurement or supply-chain experience, including supervisory or management responsibilities.
• Good knowledge of sourcing, quotation, tender and procurement processes.
• Experience in vendor and contract management.
• Good understanding of procurement governance, approval controls and segregation of duties.
• Experience in inventory or store management.
• Strong analytical, negotiation and problem-solving skills.
• Good communication and stakeholder-management skills.
• Able to manage multiple procurement exercises and competing priorities.
• Proficient in Microsoft Office and procurement or inventory systems.
• Experience in healthcare, nursing homes, community care or other regulated environments would be advantageous.

Key Competencies

• Procurement Management
• Strategic Sourcing
• Tender & Quotation Management
• Procurement Governance
• Contract Management
• Vendor Management
• Supply Chain Management
• Inventory Control
• Cost Analysis
• Negotiation
• Risk Management
• Internal Controls
• Documentation & Audit Readiness
• Stakeholder Management
• Team Leadership
• Analytical Thinking
• Continuous Improvement