ASSISTANT, PROCUREMENT (NON-KPJ)

KPJ Healthcare Berhad; Kuala Lumpur; On-site; MYR 36,000 - 60,000; Full time

Job summary

KPJ Healthcare Berhad is seeking a Purchasing Assistant to support the procurement team in managing purchasing activities, supplier coordination, and inventory control for pharmaceutical products, medical disposables, and healthcare-related items. The role ensures efficient, cost-effective purchasing aligned with company policies and regulatory requirements.

The ideal candidate will prepare requisitions and orders, follow up on deliveries, and assist in supplier negotiations while maintaining

Qualifications

• Diploma in Pharmacy or related field required.
• 2–5 years of purchasing or supply chain experience preferred; fresh graduates welcome.
• Strong negotiation, communication and interpersonal skills.
• Proficient in Microsoft Office; experience with inventory systems is an advantage.
• Knowledge of Autocount & Maxisoff System is a bonus.

Responsibilities

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Follow up on order confirmations and monitor delivery schedules.
• Enter Goods Receive Note (GRN) and Purchase Invoice (PI) in Autocount System.
• Maintain records of purchasing documents, contracts and price lists.
• Monitor inventory levels to avoid stockouts/overstocking.
• Liaise with suppliers and internal departments to resolve discrepancies and delays.
• Assist in sourcing, selecting and negotiating with suppliers to obtain best price and lead times.
• Ensure regulatory compliance and internal procurement policies.

Skills

Negotiation

Communication

Interpersonal skills

Multitasking

Attention to detail

Teamwork

Education

Diploma in Pharmacy or related field

Tools

Microsoft Excel

Autocount

Maxisoff System

Job description

The Purchasing Assistant will support the procurement team in managing purchasing activities, supplier coordination, and inventory control for pharmaceutical products, medical disposables, and healthcare-related items. This role ensures that all purchasing processes are carried out efficiently, cost-effectively, and in compliance with company policies and regulatory requirements.

GENERAL DESCRIPTION

The Purchasing Assistant will support the procurement team in managing purchasing activities, supplier coordination, and inventory control for pharmaceutical products, medical disposables, and healthcare-related items. This role ensures that all purchasing processes are carried out efficiently, cost-effectively, and in compliance with company policies and regulatory requirements.

JOB DESCRIPTION

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Follow up on order confirmation and monitor delivery schedule for External Business division.
• Entertain product inquiries for External Business division.
• Do goods receiving and key in Goods Receive Note (GRN) and Purchase Invoice (PI) in Autocount System.
• Generate monthly consignment sales report, issue purchase requisition and key in PI for all consignment items sold for each period for Healthshoppe.
• Ensure all invoices are signed, checked and approved by the designated person in charge.
• Ensure all invoices are arranged by Invoice, GRN/PI and PO and uploaded in proper folder in shared drive “ALL INVOICES”.
• Prepare monthly Healthshoppe Purchase Invoice Listing to forward to Accounts Services to prepare payment.
• Maintain accurate records of purchasing documents, supplier contracts, and price lists.
• Support in monitoring inventory levels to avoid out of stock situations and overstock situations.
• Liaise with suppliers and internal departments (sales, warehouse, finance) to resolve order discrepancies, delivery delays, or product quality issues.
• Assist in sourcing, selecting, and negotiating with suppliers to obtain the best price, quality, and delivery timelines.
• Assist to conduct basic market research on new products, suppliers, and pricing trends.
• Assist in supplier performance evaluation and relationship management.
• Assist in monitoring product returns and product recalls and liaise with supplier until credit note received.
• Ensure compliance with regulatory requirements and internal procurement policies.
• Provide administrative support to the purchasing department, including data entry, filing, and report preparation.
• Perform other ad-hoc tasks as and when required by the Management.

JOB REQUIREMENT

Education: Diploma in Pharmacy or any related field.

Knowledge and Experiences:

• Preferably 2–5 years of working experience in purchasing or supply chain, especially in pharmaceutical or healthcare industry.
• Fresh graduates with strong interest in procurement are encouraged to apply.
• Good negotiation, communication, and interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and experience with inventory systems is an advantage.
• Knowledge in Autocount & Maxisoff System is an added bonus.
• Detail-oriented, organized, and able to multitask in a fast-paced environment.

Skills & Competencies:

• Strong teamwork and collaboration skills.
• Analytical thinking with problem-solving ability.
• High level of integrity and professionalism.
• Proactive, resourceful, and able to work independently with minimal supervision.