ASSISTANT, PURCHASING

KPJ Selangor Specialist Hospital; Kluang; On-site; MYR 31,000 - 47,000; Full time

Job summary

KPJ Kluang Specialist Hospital seeks a Purchasing Clerk to support procurement and central stores, ensuring timely, cost-effective acquisition of medical supplies and equipment.

Responsibilities include processing PRs/POs, stock verification, and coordinating with departments to fulfill supply needs, while maintaining stock security and accuracy.

Qualifications

• Minimum 1–2 years working experience.
• Understanding of purchasing procedures and policies.
• Proficient in English.
• IT literate with Microsoft Office knowledge.

Responsibilities

• Prepare and check Purchase Requisition Form (PR) for services and other services.
• Process Purchase Order (PO) after management approval.
• Receive stocks from vendor and check quality, quantity, and specifications.
• Categorize stocks in appropriate locations.
• Generate and compile GRN from invoices for stock/services.

Skills

Negotiation skills

Analytical skills

Relationship management

Communication skills

Leadership

Education

SPM/STPM or equivalent

Tools

Microsoft Office

Job description

GENERAL DESCRIPTION

The Purchasing Clerk shall be responsible for respondingto customer and supplier inquiries about order status, changes, or cancellations. They also monitor inventory, perform buying duties when necessary, and contact suppliers to schedule or expedite deliveries.He/she also must monitor and ensure for the security and the day-to-day storekeeping operations of the central store of KPJ Kluang Specialist Hospital (KluSH). Assist Head of Services andresponsible for overseeing the purchasing & central store, ensure that all the supplies and services needed are acquired in a timely, cost-effective mannerfor KPJ Kluang Specialist Hospital (KluSH).

RESPONSIBLE FOR

ThePurchasingclerkis responsiblefor preparingandprocessingpurchase orders for medical supplies, equipment, and services,ensure that purchases comply with hospital procurement policies,monitor stock levels of critical hospital supplies,follow up on late deliveries or shortages,liaise with hospital departments to fulfill their supply needs.

JOB DESCRIPTION

• To prepare and check Purchase Requisition Form (PR) for services and from other services
• To process Purchase Order (PO) after getting approval from management
• To receive the stocks supplied by the vendor as per the purchase order placed and check the stocks thoroughly for quality, quantity, specification condition, condition etc.
• To categories the stocks in the appropriate locations
• Generate and compile the GRN from any receiving of invoices for stock / consignment/ services received from supplier with required document before submitting to finance services
• Toalways ensure effective and efficient running of the hospital operation (availability of medical supply)
• To ensure medical supplies are used withintheirexpiry time frame and stock movement arehandledappropriately
• To ensure alltransactionsof stocks are made within stipulated time (transfer, loan in, loan out etc)
• Take care of the security in all stocks kept in the store and purchasingandto maintain the neat and tidiness ofstorearea
• Performing the stock taking required
• To issue materials to the departments as per the indents request and as per the schedule
• To reduce product Non-conformance from the ward/services
• To ensure accuracy of tagging / supply- noincidentof wrong code tagged/ wrong item supplied
• To ensure allrelated recordsare up to date and completed
• To comply with any other duty thatis instructedby theHOS: -
• This job description as Supervisor s subject to periodic review and maybe change at any time in consultation with the employee
• Performed any otherjob-relatedduties not specified in this job description whenassignedby HOS
• Performed extra duties whencallingupon,especiallyduringan emergency
• Understands and carries outcustomerservice in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of the SQM and hospital
• Understands the service organization structure
• Attendingcustomer complaints and grievances
• To prepare any relevant report and summary of complaints and grievances
• To be responsible for all the purchaserequestsand ensurethat stocks are maintained at an appropriate level

JOB REQUIREMENT

Education

• SPM/ STPM or equivalent
• Thorough understanding of purchasing procedures and policies.
• Well versed in English
• Proficient with MicrosoftOfficeor related software.

Knowledge and Experiences:

• Minimum 1 - 2 years’ working experience or an equivalent combination of education and work-related experience.
• Must be able to work under pressure
• Self-motivated with excellent interpersonal & communication skills
• Possess positive attitude and leadership qualities
• Good in written and communication skills in Bahasa Melayu and English language
• IT literate with knowledge of Microsoft Office & related field
• Strong knowledge of medical supplies, hospital equipment, andhealthcare procurement regulations

Skillsand Competency.

• Strong negotiation skills
• Analytical skills
• Relationship management skills
• Communication skills
• Leadership skill

Special skills are required.

• Financial skills -Cost management, forecasting, analyzingfinancial data, and financialreporting
• Strategic Sourcing Skills
• Decision making skills
• Effective time management skills
• Strategy Skills

Personal Attributes

• Good in written and communication skills in Bahasa Melayu and English language
• IT literate with knowledge of Microsoft Windows
• Self-motivated with excellent interpersonal & communication skills
• Possess positive attitude and leadership qualities