The job profile for this position is Administrative Services Senior Analyst, which is a Band 3 Senior Contributor Career Track Role.

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Critical Tasks and Expected Contributions/Results:

Procurement and Vendor Management

• Familiar with the Cigna International Healthcare’s requirements on procurement, assist in reviewing procurement and purchasing requests to ensure that all criteria are met and manage exceptions.

• Review quotes, provide summaries to appropriate SLT for their approvals of requests that do not need to be sent to Global Procurement while channelling those that require through the right process.

• Responsible for the procurement process through three key phases: due diligence stage, contracting stage, and post-contract performance monitoring stage.

  • Due Diligence Stage: Ensure due diligence and risk assessment are completed for all procurement activities.

  • Contracting Stage: Negotiate contracts in partnership with internal stakeholders (where necessary) to secure the best terms and conditions for the organisation.

  • Post-Contract Performance Monitoring Stage: Continuously monitor contract performance, review and work with users to ensure that contract Service Level KPIs are met, and issues are resolved promptly. Manage annual vendor reviews.

• May occasionally be required to source for quotes, arrange contracts and track deliverables

• Check and ensure that procurement activities comply with budgetary requirements.

• Manage relationships with external vendors and service providers (e.g. vending machine, cleaning, maintenance, security, etc). Inter-group third party agreements and Service Level Agreements are excluded from the scope of this role.

• Monitor and track that Service Level Agreements and contracts are up to date and compliant.

• Keep a record of all third-party service contracts.

Administration

• Oversee and ensure the cleanliness and orderliness of the office space.

• Maintain office supplies and inventory.

• Assist in organising meetings, travel arrangements, and internal/external events as needed.

• Provide general administrative support including documentation, scheduling, filing, and correspondence as required.

• Provide administrative support including coordination for company-wide events.

• In charge of public liability insurance and insurance related to facilities such as fire insurance.

• Supervise Personal Assistant(s).

Facilities Management

• Oversee the maintenance and functionality of the office space, non-IT equipment and utilities. Lodge reports in the in-house system and contact the relevant personnel to resolve issues in an expedient manner.

• Coordinate office repairs, space planning, and workplace safety measures including organising and rostering fire warden duties, medical equipment training, etc.

• Liaise with building management and ensure compliance with workplace health and safety regulations. This would include fire safety

• Conduct regular facility inspections and administrative audits.

• Maintain accurate records and documentation for operational and audit purposes.

• Ensure compliance with relevant policies, standards and regulations.

Ad hoc duties

• Assist in Business Contingency matters.

• Other duties as assigned.

Key Challenges/Anticipated Changes in Environment:

• Multi-tasking

• Handling of cross-functional duties or projects

Developmental Value of Position:

• Learn to manage workflows, standard operating procedures, and internal controls

• Develop negotiation, relationship-building, and communication skills

• Learn to manage third-party performance and contracts

• Cross-functional exposure

Experience/Knowledge, Education and Other Requirements:

• Diploma or Degree in Business Administration, Facilities Management, or related field

• 6 to 8 years of experience in administration, vendor coordination, or facilities support.

Personal Competencies Required:

• Must be able to work in a fast-paced, fluid environment

• Demonstrable analytical ability, as well as problem-solving abilities

• Ability to organize and manage events and initiatives

• Strong interpersonal, verbal, written, and presentation communication skills

• Energetic and enthusiastic team-player

• Excellent MS Office skills

• Comfortable working in a fast-paced environment with shifting priorities

Please note that you must meet our posting guidelines to be eligible for consideration. Policy can be reviewed at this link.