POSITION DESCRIPTION
Job Title: Purchasing Executive
 

Reporting to : Finance Manager
 

JOB PURPOSE

The Purchasing Officer is to assist in the day-to-day purchasing operations and handle the purchasing
records and documents

KEY RESPONSIBILITIES

Procurement Processing

• Process all purchase requisition received in accordance with the Purchasing Policy and
  Procedures.
• Process all purchase requisitions and orders by liaising with suppliers or principals.
• Perform daily follow up on all purchase requisitions and orders to ensure timely delivery of
  goods and services.
• To liaise with Central Purchasing Dept and comply requirements on quotation, pricing,
  document flow and records.
• Assisting staff on how to initiate purchase requisitions in Kissflow when necessary.
• Transferring all purchase requisitions from Kissflow to SAP.
• To request Fixed Assets IDs and uploading the templates to SAP for all Fixed Assets
  purchases.

Delivery of Goods and Services

• Check all deliveries received and distribute appropriately.
• Process the return of goods wrongly delivered or in an unacceptable condition.
• Follow up on invoice and delivery order in ensuring that documents are properly
  acknowledged receipt.

Vendor Management

• Assist in the monitoring of the performance of suppliers and contractor.
• Assist in the sourcing of alternative suppliers for various products locally and overseas.
• Seeking to widen the supplier base as required while maintaining positive relations with
  established suppliers.
• To update catalogues, suppliers profiles and keeping good records of all document pertaining
  to school purchasing for internal, external & SIRIM audit.
• In charge of managing Jotform Vendor Registration.
• Involve in tender process

Others

• Liaise with Accounts Department on payment matters.
• Maintain proper records of documents relating to the purchasing process.
• Maintain the sundries and stationery inventory.
• To keep inventories of beverages souvenir premium stock and other inventory items where
  relevant
• To coordinate School functions on request of refreshments.
• As part of Finance team in providing and updating information for accurate and timely
  generating of financial report on purchasing and accounts payable
• To represent purchasing meeting as and when required
• Responsible for Fixed Assets Tagging
• Arrange for yearly Fixed Assets Sighting.
• To assist in any matters required by the Finance Manager / Principal

JOB SPECIFICATIONS
 

RELATED EXPERIENCE

• Diploma or Degree in related business/finance study.
• 1-2 years working experience in purchasing/finance is added advantage.
   

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• High degree of commercial awareness.
• Negotiation and interpersonal skills.
• Organization and planning skills.
• Record maintenance and documentation skills.
• IT skills: Microsoft Office software (MS Word and MS Excel).
• Excellent communication skills, both in Bahasa Malaysia and English.
   

COMPETENCIES (BEHAVIORAL)

• Highly motivated team player with strong drive for success and the ability to work
  independently.
• People oriented and able to communicate well with staff at all levels.
• Attention to details and accuracy.