Overview*

Responsible in overseeing the performance of outsourced maintenance service provider in civil & building systems for the hospital and ensure functionality as well as serviceable at all times. To audit and monitor service standards rendered by specialist vendor and outsourced maintenance service provider. To provide support to Head of Department and Building Managers in capital nature replacements, systems and building improvement projects. To coordinate and support hospital's A&A and minor works.

Job Responsibilities*

1. Strong culture of staff and leadership accountability

• To work closely with Site Lead, Group FM and Building Trade Lead, Group FM in building clear accountability, expectations and deliverables for the Site Building Trade team.

• To assist for good contract management wrt Civil & Building systems with clear end-to-end expectations on contract management which include the Pre-signing responsibilities of the Contract Owners, and the post-signing responsibilities which broadly covers Contract Monitoring (e.g. Service level monitoring), Escalation of Contract Errors, Non-Compliances, Claims and Disputes, Legal Disputes, Contract Review (e.g. Supplier performance assessment, Exercising of option years etc.) and Retention. These will be part of the annual total performance management (TPM) review.

• Ensure Building team members are aware of their accountability for service performance or lapses.

• To assist Building Trade Site Team in facilities operations such as system breakdown investigations, inspections, audits, review of maintenance program, etc.

• To oversee and guide the specialist vendors and maintenance agent to meet their KPIs to ensure consistent performance

1. Contract drafting, evaluation, negotiation, and execution

• To oversee and monitor the performance of specialist vendors wrt the awarded contracts e.g. Irrigation System, Water Dispenser & Boiler System, etc.

• Be familiar and ensure compliance with NUHS Contract Management Policy and Processes, NUHS Procurement Policy and Audit Compliance.

• Serve as a subject matter expert and provide guidance on contract matters to project managers or other operational staff.

3) Maintaining contractual & authorities records as well as communication to stakeholders

• To keep proper records of all contract documents (agreement, checklist, etc) to ensure full compliance and to mitigates risk by serving as an audit trail and evidence that is easily accessible.

• To respond and provide necessary documentations to Authorities when required and as necessary.

4) Developing and implementing procedures, policies and checklists

• To develop and harmonise trade related SOPs and working instructions with the cluster institutions so to align with SSCP and/or industry best practices, that forms a baseline for accountability and protect against legal, regulatory, and liability issues.

• To review and update Policies, SOPs and working instructions on a regular basis to ensure relevancy and effectiveness in FM operations.

5) Manage Vendors' Performance

Contract Management Checklist

To work closely with Building Trade Lead, Group FM in monitoring vendors' performance and accounting of key performance indicators (KPIs) as per contract awarded.

Verification of performance report, KPIs and invoice

To ensure awarded contracts are executed accordingly, and all KPIs and invoices are verified on a monthly basis before payment invoices are endorsed and approved for processing.

To ensure repair to reported system fault and breakdown are carried out in a timely manner.

To carry out monthly analysis to Civil & Building systems breakdown and recommend improvement plan as needed.

Audits

To conduct systematic audit to assess vendor's overall performance based on planned preventive maintenance schedule.

6) Risk management

• Work with Legal, Finance and MMD to ensure adherence to broader finance and procurement risk requirements such as contract deviations, payment policy and process, pricing, KPI, liquidated damage interest, etc when Civil & Building system's contract is to be renewed or procured for.

• Learning from past MOHH GIA and relevant Audit findings to manage the specialist vendors for their performance and documentation requirements.

• To provide institution knowledge and Building Trade support (commissioning, review of system design, modifications and interfaces with existing system, etc) proposed in hospital infrastructural projects.

• To plan and oversee Civil & Building system upgrades/improvements or replacements before their expiration or its end of life.

• To participate and support in audits that the hospital subscribes to.

• To respond and support the maintenance agent and vendors in mitigating and recovery of critical system failure or incident

• To lead the investigation of incident/system failure to determine root cause of failure as needed.

• Maintain good documentation (e.g. records of all contracts, records, reports, documentation) with the FM Admin Team.

• To work with Site Lead, Group FM and Building Trade Lead, Group FM to plan for specialty training and develop the capabilities of Building Trade Team members.

• To participate in Learning from the BEST trips/sessions organised by Group FM and perform sharing of experience and know how as needed.

Requirements*

• Degree Holder - Minimum three (3) years of relevant experience in management of Civil & Building services and facilities operation as well as improvement projects.
• Good interpersonal and analytical, communication, writing and presentation skills.
• Positive work attitude and ability to work with all levels of staffs.
• Certificate in Fire Safety Manager/Officer or relevant fire safety experiences will be advantageous.

If the role sounds interesting to you, please contact 'careers_alexandra@nuhs.edu.sg' to understand more on the role. Please indicate the position that you are interested in the subject heading.

*Only Singapore Citizens and Singapore Permanent Residents may apply.