Officer, Procurement

JOB PURPOSE

The Officer, Procurement is responsible for:

  • Procurement activities including but not limited to verification of purchase requisitions (PR), undertake certain administrative processes covering Request for Quotation (RFQ) and Request for Proposal (RFP) for preparation of tender request, data compilation for proposal submission, document management and tracking of procurement workflow processes.
  • Vendor management which includes assisting in decimating vendor performance evaluation forms, data collecting and management as well as verification for internal stakeholders’ assessment under the guidance of a senior officer.

ACCOUNTABILITIES / KEY RESPONSIBILITIES

  • Conduct research to ascertain the availability of products or services and suppliers in optimal terms such as best value for money, delivery schedules and quality of products/services.
  • Act as a point of contact between AFI and vendors, and independent from AFI users of the services/products to be procured.
  • Prepare and/or verify purchase requisition in D365 system to proceed Purchase Order.
  • Follow up and ensure the planned Vendor Evaluation is undertaken as per the schedule provided.
  • Ensure all new vendor information is provided and update Vendor information in system on time, or as and when needed.
  • Preparing draft contracts using approved template for Manager/Senior Officer’s review and finalisation.
  • Periodic review and monitor progress of contracts’ deliverables up to completion and thereafter filing in compliance with AFI Document Retention Policy.
  • Ensure all signed contracts are communicated to all relevant parties to provide contract visibility and awareness to ensure implementation as planned and contracted, changes if any, would require variation order.
  • Communicate, respond, or address issues on timely manner and appropriately with both internal and external stakeholders.
  • Work closely and collaborate with all colleagues and at times with representatives of member institution (for procurement on behalf of member institutions).
  • Prepare monthly and/or periodic reports on procurement transactions and vendors management.
  • To support Travel & Sponsorship Team on processing and documentation on need basis; at times would have to act as interim support as and when required and directed by management.
  • Ad-hoc projects or as delegated by management.

QUALIFICATIONS & EXPERIENCE REQUIRED

  • Minimum bachelor’s degree in business administration/ finance/ accounting/ economics, and/or professional certifications in supply chain management or equivalent.
  • Preferably at least two (2) years of working experience in procurement and/or related operations.
  • Hands-on experience in Enterprise Resource Planning (ERP) or procurement systems, and Microsoft Office suites.

TECHNICAL COMPETENCIES / SKILLS

  • Enterprise Resource Planning (ERP) or procurement systems
  • Microsoft Office suites, specifically Word, Excel, and PowerPoint applications
  • Stakeholder management including conflict resolutions
  • Business acumen and familiar with general business / commercial and legal terms
  • Systematic thinking and able to produce structured documentation
  • Interpersonal communication and writing skills
  • Excellent proficiency of English and Malay languages
  • Customer-centric / focus

BEHAVIORAL COMPETENCIES / SKILLS

  • Self-driven/disciplined and able to work independently in a fast-paced environment.
  • Highly responsible and accountable on deliverables and in solving problems.
  • Organized with strong attention to details
  • Time management with sense of urgency
  • Positive attitude
  • Multi-tasking

Interested candidates are invited to apply together with the latest CV and cover letter in English.

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