Executive Officer, Procurement

About Singapore Pools

Singapore Pools (Pte) Ltd, established by the Singapore government on 23 May 1968, provides safe and trusted betting services to prevent illegal gambling. As a not-for-profit organisation, it supports various sectors including social services, community development, sports, arts, education, and health by contributing to the Tote Board. Since 2004, more than $5 billion have been channelled to the Tote Board, and annually about $2 billion is contributed to the Government through taxes and duties. The organisation has maintained a Level 4 certification from the World Lottery Association for responsible gaming since 2012. Staff volunteers actively support community efforts year-round.

Job Purpose

Reporting to the Manager, this role involves overseeing centralized procurement functions, ensuring all purchase requisitions and related tasks are completed efficiently and comply with established procurement processes.

Key Responsibilities

• Monitor and report unusual procurement activities, including split purchases.
• Coordinate recurrent purchases and collaborate with User Departments to secure supplies through term contracts.
• Generate procurement reports such as expiring contracts, outstanding purchase requests/orders, monthly summaries, and key performance indicators tracking.
• Manage system workflow approval strategies and keep the Approval Limit matrix updated.
• Prepare and review important procurement documents including RFQs, RFPs, and tenders for goods and services acquisition.
• Verify purchase specifications with users to ensure clarity and completeness.
• Solicit competitive bids by publishing notices, managing supplier inquiries, consolidating quotations, and facilitating clarification sessions between suppliers and Users.
• Arrange for product samples for user evaluation and testing.
• Review purchase requisitions and contracts according to approved awards and support purchase order issuance.
• Track progress of requests, contracts, and orders, addressing issues such as shortages or delays promptly.
• Assist in monthly report compilation, business continuity planning, document updates, approval strategy reviews, and role authorization management.
• Maintain procurement records per retention policies to support audit processes.
• Manage vendor scorecards, offsite document archiving, and electronic filing systems.
• Prepare specifications and tender documents for critical supplies like thermal rolls and bet slips, including managing sample testing and delivery schedules.
• Analyze and simplify procurement documents and processes for efficiency improvements.
• Collaborate with IT and external consultants for system enhancements involving SharePoint, SAP, K2, and Coupa.
• Support staff training, briefings, and knowledge sharing sessions.

Candidate Profile

• Holds a Diploma in any field or has 2 to 3 years of procurement experience or equivalent combination of education and experience.
• Capable of managing multiple priorities effectively.
• Strong team player with the ability to work independently.
• Excellent interpersonal and communication skills across all organizational levels.
• Highly organised, detail-oriented, and meticulous.
• Proficient in Source-to-Pay systems such as Coupa, SAP, and Microsoft 365 applications including Word, Excel, PowerPoint, and Teams.
• Good command of written and spoken English.
• Basic understanding of contract principles and procurement documentation.

Benefits

• Comprehensive rewards package
• Health and wellness benefits
• Opportunities for continuous learning and skill development
• Engagement in volunteerism and community initiatives