PURCHASING, OFFICER

GENERAL DESCRIPTION

• To plan and carry out duties related to Purchasing/Procurement functions in providing excellent quality management and continuous improvement and development in line with hospital objectives. Responsible for covering the purchase of medical & non-medical items / equipment for Central Store, Ward & other Services and to ensure the activities involved in are compliance to the standard established.

JOB DESCRIPTION

Purchasing/Procurement Functions

• To receive and check the Purchase Requisition (PR) from all Services/ Wards to ensure the items orders stated the quantity & balance and to ensure the PR signed by HOS/UM.
• To check and verified the Purchase Order, to ensure the price is already negotiable and to ensure the correctness of the Purchase Order (i.e supplier, items, quantity and price) before proceeding to OM and CEO for approval.
• To be responsible for the purchase of medical and non-medical items, stock and direct request from services / ward.
• Responsible for the services / repair requisition form for medical and non-medical items.
• To ensure pricing and related matters of supplier competitive and ensure the confidentiality.
• To monitor on the Purchase Order status (Open and Issue) and to ensure the Purchase Order closed within 20 days.
• To communicate closely with the external supplier pertaining to purchase matters.
• To communicate and liaise closely with internal customers to ensure the satisfaction.
• To ensure the completeness of following documents for the application of new supplier before verification and approval from FM/OM and CEO.
• Supplier Selection Form.
• Supplier Update Form.
• Supplier Declaration Form.
• Corporate Integrity Declaration (CID).
• Form 9 or Form 13.
• Form 24.
• Form 49.
• Certificate of Medical Device Act (MDA) for the Company and Items, only applicable for medical items.
• To check the Supplier Evaluation Form.
• To check the Charge Master Form and to ensure the update of the items prices as per mark up policy and to get approval from CEO.
• To ensure the Quotation obtain as per Standard Quotation Requirement of KPJ Healthcare Berhad:
• RM 10,000 and below - min. 2 quotations.
• Above RM 10,000 - min. 3 quotations.
• To prepare the CID Report every quarterly and submit to KPJ HQ.
• To prepare any report related to Purchasing as requested by the Management or KPJ HQ.
• To attend and liaise with the Internal or External Auditor whenever necessary.
• To renew or propose new supplier for any loan equipment 3 months before expiring of the agreement.

Administrative and Supervisory functions

• To check the Duty Roster for the Department before submitted to Talent Management Services.
• To ensure the Department’s Organisation Chart and the Team’s initial & signature are updated.
• To monitor and improve the Quality Objective and Performance Indicator of the Unit.
• To ensure the completeness of 30 hours training for the Purchasing Staff.
• Managing of Staff for Purchasing Services in term of staff leave, SPAR, confirmation, training, counselling, memorandum/letter etc.

OSH Act & regulations 1994

• Responsible and accountable to carry out duties as employee stipulated in OSH Act & Regulations 1994.
• To take reasonable to carry 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.

Baby Friendly Concept

• Responsible and accountable to adhere to the steps of successful breastfeeding as requirement.

Patient Safety Goal

• Ensure compliance of Patient Safety Goals as safety improvement measures as recommended by World Alliance for Patient Safety.
• Ensure the policies on Patient and Family’s Rights are addressed at all times.

Integrated Management System

• Participates actively and encourages compliance to all policies and Procedures of ISO 9001 : 2015, ISO 14001, OHSAS 18001, ISO 14001 : 2015, Malaysian Hospital Accreditation Standards and PSG.

PDPA Act 2010

• To review and adopt internal personal data protection policies and practices to comply with the PDPA Act 2010.

Standard People Practice (SPP)

• To ensure adhere to SPP
• To ensure compliance at all points of engagement with patients/ customers/ guests at all times.

Risk Management

• Every employee is responsible and accountable for managing the risks within their work environment. 

HIRARC

• Involvement in HIRARC (Hazard Identification, Risk Assessment and Risk Controls) exercise.
• Ongoing HIRARC updates and implementation of action plan if any.

Hand Hygiene

• To maintain proper Hand Hygiene at the workplace. 

Participate actively in any other new service that is introduced

• Ensure produce better result and Continual Improvement in deliver service to customers.

To perform any others duties as and when required by HRM and the management

• Produce outcome within the expectation of the shareholder and customers.

JOB REQUIREMENTS

Education:

Minimum

• Minimum qualification of Degree.

Preferred

• MBA or Degree in Account or Finance from recognized university.

Knowledge and Experiences:

Minimum

• 5 years' experience in related fields.
• Good interpersonal, pleasant appearance, good written communication skill as well as fluent in both spoken and written in Bahasa and English.
• IT literate with knowledge in Microsoft Office.

Preferred

• More than 8 years' experience in related fields.
• Good interpersonal, pleasant appearance, good written communication skill as well as fluent in both spoken and written in Bahasa, English and Mandarin.
• IT literate and proficient in Microsoft Office and knowledge of computerized accounting software will be an added advantage.
• Able to work independently, work well under pressure and with tight deadlines.

Skills & Competencies:

Special skills required

• This position requires high level of knowledge in purchasing / procurement functions which related to all policies and procedures. 
• The decision may impact the quality service of daily routine works and operation.

Personal attributes

• Good in communication and managing skills. Possess excellent decision-making, strategic thinking, leadership, interpersonal and ethical conduct skills.