Procurement & Office Administration Executive, Mandai Nature

Mandai Nature is a successful Singapore-based non-profit conservation organisation jointly set up by Temasek and Mandai Wildlife Group (which manages zoological parks including Singapore Zoo, Night Safari, River Wonders, Rainforest Wild and Bird Paradise). Mandai Nature is the conservation arm of Mandai Wildlife Group and was established with the aim of advancing efforts on biodiversity protection in Singapore and Asia. Through impactful programmes and innovative partnerships Mandai Nature strives to protect nature and inspire action.

Job Duties and Responsibilities:

1. Procurement & Finance Administration

• Coordinate with internal stakeholders, especially Mandai Wildlife Centre and Mandai Academy science & research labs, to ensure procurement requests are executed and appropriately approved.

• Raise and issue Purchase Orders (POs) in accordance with organisational procurement policies and approval processes.

• Liaise with vendors on quotations, purchase orders, deliveries, and procurement-related enquiries.

• Verify supplier invoices against approved purchase orders, contracts, quotations, and supporting documentation.

• Ensure invoices are accurately coded and submitted for approval and payment processing within stipulated timelines.

• Track purchase orders, invoice status, and payment schedules to ensure timely settlement.

• Maintain accurate procurement records and filing systems for audit and compliance purposes.

• Support vendor onboarding, documentation collection, and maintenance of supplier records.

• Assist in periodic procurement reporting, expenditure tracking, and budget monitoring.
  

2. Office Administration

• Act as point of contact for all administrative matters for the organisation and ensure effective dissemination of organisation announcements such as updates on vaccinations, complimentary tickets etc

• Monitor and ensure equipment licenses and permits are applied and / or renewed accurately and timely.

• Coordinate travel arrangements for staff, including flight bookings, accommodation, airport transfers, visa applications, and travel itineraries, and ensure compliance with travel policies

• Manage office supplies, stationery inventories, and pantry requirements to ensure smooth office operations.

• Organise office meetings and team workshops, including venue arrangements, logistics, catering, and meeting materials.

• Maintain office facilities and ensure a safe, organised, and professional working environment.

• Manage incoming correspondence, courier services, and administrative records.

• Ensure administrative spending is kept within approved administrative budget

• Organise signed contracts and agreements in an orderly manner
  

Job Requirements:

• Diploma or Degree in Business Administration, Supply Chain Management, Finance, Accounting, or a related discipline.

• Minimum 2–5 years of relevant experience in procurement, finance administration, office management, or a similar operational support role.

• Experience in processing purchase orders, invoice verification, and payment administration.

• Familiarity with procurement and financial control processes is preferred

• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook

• Experience with ERP, procurement, accounting, or financial systems will be an advantage