ASSISTANT, PROCUREMENT (NON-KPJ)

KPJ Selangor Specialist Hospital; Malaysia; Sur place; MYR 28 000 - 45 000; Plein temps

Résumé du poste

KPJ Selangor Specialist Hospital is seeking a Purchasing Assistant to support the procurement team in managing purchasing activities for pharmaceutical products, medical disposables, and healthcare items. You will handle requisitions, supplier liaison, and ensure process compliance.

The role requires attention to detail, strong negotiation and communication skills, and the ability to work with internal departments to resolve issues and maintain optimal stock levels.

Qualifications

• Diploma in Pharmacy or related field is required.
• 2–5 years in purchasing or supply chain, preferably in healthcare.
• Strong negotiation, communication and interpersonal skills.
• Proficient in Microsoft Office; experience with inventory systems is a plus.
• Detail-oriented, organised, and able to multitask in a fast-paced environment.

Responsabilités

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Follow up on orders and monitor delivery schedules 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 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 in 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.

Connaissances

Negotiation

Communication

Interpersonal skills

Teamwork

Analytical thinking

Formation

Diploma in Pharmacy

Outils

Microsoft Office

Inventory systems

Autocount

Maxisoff System

Description du poste

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.

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.