To provide administrative and operational support to Procurement Management Unit by ensuring accurate processing, tracking, and documentation of procurement activities in compliance with financial and procurement policies.

KEY RESULT AREAS / RESPONSIBILITIES

1. Procurement Processing & System Management

• Process and track Internal Request Forms (IRF) in procurement systems (e.g. APPAS)
• Ensure completeness of documentation before submission for approval

2. Documentation & Compliance Support

• Verify supporting documents including:
  • Quotations
  • Vendor details
  • Justifications
• Maintain proper filing and audit-ready documentation

3. Vendor Coordination

• Liaise with vendors for submission of quotations and required documents
• Ensure vendor registration and compliance with company requirements

4. Purchase Order & Contract Support

• Assist in PO tracking and issuance coordination with Finance
• Monitor contract validity and support renewal tracking
• Coordinate document stamping where required

5. Monitoring & Reporting

• Maintain procurement trackers:
  • IRFQ status
  • IRF status
  • Approval progress
  • Contract renewals
• Flag delays or non-compliance to the Manager

6. Administrative Support

• Support audits, reporting, and procurement documentation
• Coordinate internal and external procurement communications

KEY COMPETENCIES

• Strong attention to detail
• Good coordination and follow-up skills
• Familiarity with procurement systems and Excel
• Full understanding of the Group CPD policies
• Basic understanding of finance and compliance processes

BEHAVIORAL COMPETENCIES

1. Attention to Detail

• Ensures accuracy and completeness in documentation and data entry
• Able to identify missing or inconsistent information in procurement submissions

2. Accountability & Reliability

• Takes ownership of assigned tasks and follows through to completion
• Ensures timelines are met, especially for approvals and submissions

3. Organizational & Time Management Skills

• Able to manage multiple procurement requests simultaneously
• Prioritize tasks effectively in a fast-paced environment

4. Communication Skills

• Communicates clearly and professionally with:
  • Internal stakeholders
  • Vendors
• Able to follow up effectively on pending items

5. Teamwork & Collaboration

• Works closely with Manager and cross-functional teams (Finance, FM, Vendors)
• Supports team objectives and contributes to smooth workflow

6. Compliance Mindset

• Demonstrates awareness of rules, procedures, and governance requirements
• Adheres to established processes and flags deviations

7. Initiative & Proactiveness

• Follows up on pending approvals, missing documents, and delays without constant supervision
• Takes initiative to resolve basic issues before escalation

8. Adaptability & Willingness to Learn

• Open to learning procurement systems, processes, and policies
• Able to adapt to changes in procedures and requirements

9. Professional Integrity

• Maintains confidentiality of procurement and financial information
• Demonstrates ethical behavior in handling vendor and internal matters

Minimum Qualification

• Bachelor’s Degree in:
  • Business Administration
  • Finance / Accounting
  • Procurement / Supply Chain Management
  • Or any related discipline

Minimum Experience

• 2–4 years of relevant working experience in:
  • Procurement / Purchasing / Contract Administration
  • OR Finance / Administrative roles with exposure to procurement processes
• Experience in handling:
  • Purchase Orders / Procurement systems
  • Vendor coordination
  • Documentation and compliance processes
• Prior experience in property, facilities management, or construction-related environment is an added advantage

Technical Skills / Functional Knowledge

• Basic understanding of procurement processes and documentation (RFQ, quotations, PO, contracts)
• Familiarity with procurement or ERP systems (e.g. APPAS, SAP, Oracle) is an advantage
• Proficient in Microsoft Office:
  • Excel (tracking, basic formulas)
  • Word (documentation)
• Good document management and record-keeping skills