Senior Executive, Procurement & Contracts Management (Based in Hanoi)

Key Responsibilities:

Procurement Support:

• Assist the overall procurement process to support projects, maintenance, and operational requirements, ensuring compliance with company policies and industry best practices.

• Conduct market research to identify suitable potential suppliers and negotiate competitive pricing and terms.

• Facilitate tendering process, including preparing tender documents, issuing requests for proposals (RFPs), evaluate and prepare award recommendation, and managing communication with vendors.

• Maintain a database of approved vendors and suppliers, ensuring accurate and up-to-date information.

Contract Management Support:

• Assist in the drafting, reviewing, and negotiation of contracts with vendors and suppliers.

• Maintain contract records and databases, ensuring all documentation is properly filed and easily accessible.

• Monitor and report on contract performance, escalating issues where necessary.

• Pre and post contract administrative duties.

PR & PO Management:

• Review and process Purchase Requisitions (PRs) from internal departments, ensuring that all necessary approvals are in place.

• Prepare, issue, and track Purchase Orders (POs) based on approved PRs, ensuring that the details are accurate and in line with agreed terms.

• Work closely with suppliers and internal stakeholders to ensure the timely delivery of goods and services.

• Ensure compliance with internal procurement policies and procedures.

• Support the development of continuous process improvements through regular analysis of procurement activities.

Supplier Relationship Management:

• Establish and maintain effective relationships with suppliers and service providers to ensure a smooth procurement process.

• Assist in performance evaluation of suppliers and provide feedback to improve service delivery.

• Evaluate supplier capabilities, quality, and pricing to ensure the best value for the organization.

• Manage and revalidate supplier prequalification.

• Build and maintain positive, long-term relationships with suppliers to foster collaboration and ensure reliability.

• Perform thorough due diligence checks on major or preferred vendors to mitigate risk and ensure long-term partnership sustainability.

• Create and onboard new vendors as required, ensuring compliance with internal and external policies.

• Address any supplier-related issues or concerns related to deliveries, quality, or pricing, ensuring resolution in a timely manner.

Administrative Support:

• Serve as the primary point of contact (PIC) for all procurement-related systems, ensuring smooth integration and operation.

• Work with Singapore Procurement to refine procurement processes, identifying and implementing improvements that optimize system functionality.

• Manage the ongoing administration of procurement systems, ensuring accuracy, consistency, and alignment with business objectives.

• Maintain accurate and organized records of procurement and contract management activities.

• Prepare and update procurement and contract documentation as required.

• Support the procurement team with general administrative tasks and duties as needed.

• Work closely with project teams and business development teams to explore cost-saving opportunities, such as bulk purchases, alternative suppliers, or process improvements.

• Identify opportunities to optimize procurement spending without compromising quality or service standards.

• Monitor and resolve any discrepancies or quality issues with suppliers promptly, ensuring products and services meet the organization’s standards.

• Ensure compliance with all applicable legal and regulatory requirements related to procurement activities.

• Provide regular reports on procurement activities, vendor performance, and cost savings to senior management.

• Conduct data analysis to monitor procurement performance and identify trends, potential risks, and opportunities for improvement.

• Bachelor's degree in Supply Chain Management, Procurement, Engineering, Construction Management or a related field.

• Minimum of 5 years of experience in procurement, contracts management, or related roles, preferably in industrial real estate, construction, or property management sectors.

• Proven experience in procurement and contracts management.

• Strong knowledge of procurement processes, vendor management, contract law, and industry best practices.

• Strong negotiation, communication, and interpersonal skills.

• Ability to work collaboratively in a team-oriented environment while managing multiple stakeholders.

• Ability to analyse complex data, manage multiple tasks, and prioritize effectively.

• Strong attention to detail with a proactive approach to problem-solving.

• Ability to thrive in a fast-paced and dynamic environment.

• Ability to handle confidential information with discretion and integrity. Proficiency in procurement software, Microsoft Office Suite, and contract management tools.