Procurement & HR/Admin Executive

Aidrivers develops AI-enabled autonomous mobility solutions tailored to meet the needs of industrial operations, particularly in the ports and logistics sector. We are headquartered in the UK with subsidiaries worldwide including in Singapore. You can find more info at our website https://aidrivers.ai/.

We are looking to hire an experienced procurement executive who can also take on a supporting HR/admin role. This is a full-time role based in our Singapore office. As our local team is expanding, there is opportunity and room for the selected candidate to grow and establish themselves in this hybrid role.

Procurement (primary role):

• Preparation and sending RFQ (Request for Quotation)

• Negotiate for best price and value for company and clients, in compliance with all company and client policies and procedures

• Raise purchase orders for the supply of materials and equipment

• Progress and manage the delivery of all assigned project equipment and materials, including all associated documentation, in line with project timeline

• Liaising with freight/forwarders to arrange for all inward/outward shipments, including preparation of all related documentation packing lists, pro-forma invoices etc for air/sea/land transport. Arranging for placement of cargo/freight insurance.

• Follow up for payment and monitor until delivery of goods.

• Ensure received items are in good receipt as per PO issued. Check and ensure all supporting documents are delivered by the supplier as per PO

• Closing out purchase orders, files and archiving documents, and work closely with the suppliers and the Accounts Department on the Account Payable to ensure smooth purchase and delivery.

• Maintaining good network and relationship with suppliers, maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc, researching and evaluating prospective suppliers

• Maintaining purchase order records, managing inventories and maintaining accurate purchase and pricing records

• To run monthly reports for analysis of procurement activities, also preparing budgets, cost analyses, and reports as required.

• Any other assignments as from time to time assigned by manager.

HR/Admin (supporting role):

• General admin support e.g. answering phone calls, taking messages, and managing official correspondence, preparing letters, memos, emails, and reports, managing files and company records, managing office supplies, coordinating for meetings and events.

• Manage recruitment process, placement of job advertisements in job portals, conducting screening of CVs and coordinate interviews in collaboration with Leads and Senior Managements.

• Maintain employee personnel records, leave records, as well as preparation of employment contracts and other HR-related documentation. Manage onboarding/off-boarding process

• Submission of training grants, government claims (maternity/paternity claims), apply and renew work passes for employees

• Submission of payroll details

• Assist in other tasks as assigned by management

Qualifications & Experience

• Min Higher NITEC/diploma or above in logistics, procurement, operations management, supply chain or related disciplines (but preference will be given to candidates with relevant experience)
• Min 3 years procurement experience
• Preferably some HR/Admin experience
• Experience in vendor management and contract negotiation
• Experience in arrangements for freight forwarding and cargo insurance
• Familiarity with INCOTERMs and shipping procedures
• Proficiency in Microsoft Office and procurement software
• Bilingual in Mandarin and English (to be able to liaise with suppliers/vendors from China and Taiwan)

Skills & Attributes:

• Strong negotiation/communication and vendor management skills
• Good interpersonal skills – able to work effectively in a team environment and manage multiple priorities
• Open and willing to learn to take on HR/admin role
• Resourceful and self-motivated, able to work independently with minimal supervision

Job Types: Full-time, Permanent

Pay: $2,500.00 - $3,000.00 per month

Benefits:

• Professional development

Schedule:

• Monday to Friday

Work Location: In person

Application Deadline: 31/12/2024