ASSISTANT, PROCUREMENT (NON-KPJ)

Pharmaserv Alliances Sdn Bhd; Malaysia; On-site; MYR 60,000 - 96,000; Full time

Job summary

Pharmaserv Alliances Sdn Bhd in Malaysia 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 items.

You will prepare requisitions and purchase orders, monitor deliveries, enter GRN/PI in Autocount, and maintain supplier records. The role requires compliance with policies and strong teamwork.

Qualifications

• Diploma in Pharmacy or related field is required.
• Prefer 2–5 years in purchasing or supply chain in pharma/healthcare.

Responsibilities

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Monitor delivery schedule and follow up on order confirmations for External Business division.
• Enter Goods Receive Note (GRN) and Purchase Invoice (PI) in Autocount System.
• Maintain records of purchasing documents, supplier contracts, and price lists.
• Support inventory monitoring to prevent stockouts/overstocks.
• Liaise with suppliers and internal departments to resolve discrepancies and delays.
• Assist in supplier evaluation and cost negotiations to obtain best value.
• Ensure compliance with procurement policies and regulatory requirements.

Skills

Negotiation

Communication

Interpersonal skills

Multitasking

Analytical thinking

Teamwork

Proactive

Independent work

Education

Diploma in Pharmacy

Tools

Autocount

Maxisoff

Microsoft Excel

MS Office

Job description

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.
• 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.
• Personal Attributes Integrity & Reliability - Trustworthy in handling supplier negotiations, pricing, and confidential information.
• Detail-Oriented - Careful with documentation, pricing, and product specifications to avoid costly errors.
• Organized & Efficient - Able to manage multiple orders, deadlines, and priorities effectively.
• Strong Communication Skills - Clear and professional in dealing with suppliers, colleagues, and other departments.
• Team Player - Cooperative and supportive in achieving departmental and company goals.
• Adaptability - Able to handle changes in supplier conditions, stock demands, or urgent requests.
• Problem-Solving Mindset - Proactive in resolving delivery issues, shortages, or supplier disputes.
• Positive Attitude - Motivated, approachable, and willing to learn and grow within the role.

KPJ Healthcare Berhad

KPJ Healthcare Berhad is founded on the vision of being the preferred healthcare provider in the region. We are focused on delivering world-class quality healthcare services throughout our regional footprint across 5 countries, namely Malaysia, Indonesia, Thailand, Bangladesh, and Australia. We are in search of remarkable people to join us in exploring and discovering better healthcare solutions together. Whether you are a student, a graduate, or an experienced professional, discover the impact you could make with a career at KPJ.