EXECUTIVE, PURCHASING

Job Description:

1. To contact suppliers to obtain quotations and to clarify matters regarding supplies.

 - To get a quotation for the proposed items required for recommendation / selection.

2. To purchase item upon approval from Management. To generate purchase order.

- The user services send the Requisition Form to the Purchasing Services after fulfilling all the information in the Request Form and certified by the HOS and approved by management for purchase order issuance.

3. Processing of invoices by verifying goods billed (invoices) vs. purchase order information interfaces with Head of Purchasing on discrepancies. Ensure smooth PO process until received by supplier.

- Ensure invoices process correctly.

4. To process invoice by generate Good Received Notes (GRN).

- Ensure GRN generated within 24 hours upon receiving invoice.

5. To ensure invoice & GRN submit to Finance Services on time.

- Ensure invoice submit to Finance within 7 days from received invoice.

6. To file purchase order (PO), quotation and request in a systematic manner.

- Monitoring and maintaining purchase record effectively.

7. To monitor stock movement all items in the store into the computer system on a daily basis ensuring that the stock level are up to date.

- Determine supply needs and stock levels of regularly used supplies based on usage rate, storage space available, product shelf life, and delivery time.

8. To update charge price by fill up Price Code Form and send to IT for process.

- Ensure all price update accordingly

9. To be responsibility for the security of the purchasing service at all time.

- Secure storage with only authorized staff having access.

10. Maintains data on current orders and tracks orders to ensure end user requirements are met.

- Follow up by made a phone call and send reminder letter to supplier.

11. To perform stock take exercise as required.

- Ensuring that records are accurate and up to date.

12. To keep all supplier information of quotation as confidential from other supplier

- Keep safe all info from supplier to other supplier and relative.

13. Carry out other responsibilities or duties assigned from time to time by Head of Purchasing. - Cover Head during he/she leave and monitor all team member discipline.

Special Task:-

• Ensured all purchasing reports were prepared and submitted accurately and on time. Conducted quotation comparisons, evaluating pricing, quality, and supplier terms to support cost-effective purchasing decisions.
• Monitored inventory movements and store operations to ensure stock quantities matched system records and physical inventory.
• Verified stock requests against actual supplies and cross-checked inventory transaction records with physical stock counts.
• Processed inventory adjustments in the HITS system, including Goods Received (GRT), department transfers, and other stock transactions, ensuring timely and accurate updates.
• Managed month-end purchasing activities by monitoring stock levels, performing stock adjustments, and ensuring inventory accuracy.
• Processed and monitored inventory transactions (LI, LO, LIR, LOR, IR, DIS, AI, AO, etc.) to maintain accurate stock records.
• Monitored purchasing team compliance with company procedures and reported operational issues to the Head of Services.
• Covered the Head of Services' responsibilities during leave, ensuring smooth purchasing operations and adherence to procurement procedures.

14. Carry out duties as an employee as stipulated in Occupational Safety and Health Act (Amendments) 2022 and Other Regulations:-

- To take reasonable care at work for the safety of yourself and other persons;

- To co-operate with your employer or any other person in the discharge of any duty;

- To wear or use any protective equipment or clothing provided by the employer;

- To comply with any instruction or measure on occupational safety and health.

15.  Participate actively in any other new service that is introduced.

- Conformance to ISO 9001:2015, ISO 14001:2015, OHSAS 45001:2018, and/or Hospital Accreditation requirements.

16. Ensure adherence to Standard People Practice (SPP).

- To adhere to Standard People Practice (SPP).

17. Ensure you to actively participate in all 5S activities. Responsible and accountable to carry out all 5S activities directed by the Management.

Job Requirement:

Education:

• DIPLOMA/DEGREE

Knowledge and Experiences:

• At least 1 year working experience
• Knowledgeable and having strong commitment towards procurement process

Skills & Competencies:

Special skills required:

• Computer skills (word, excel and PowerPoint)
• Negotiation skills to deal with suppliers and vendor
• Good communication and interpersonal skills
• Able to work independently and as a team.

Personal attributes:

• Clerical Skills of Purchasing Process
• Detail Oriented Purchasing
• Vendor Management Compliance
• Auto Delivery Communication Skills