ASSISTANT, PURCHASING

KPJ Selangor Specialist Hospital; Seberang Perai; On-site; MYR 40,000 - 67,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking an experienced Procurement Assistant to manage purchase orders and liaise with suppliers. You will prepare POs from approved PR/RFQ forms, ensure timely submission, and monitor deliveries to support hospital operations.

The role requires a Diploma in Business Administration or Purchasing Management and hospital purchasing experience. Knowledge of LAPASAR/ARIBA is a plus; you will work closely with end users and store staff to maintain supply continuity.

Qualifications

• Prepare POs from approved PR/ RFQ forms and submit to suppliers.
• Coordinate procurement activities to ensure on-time deliveries.
• Communicate stock status and source substitutes when needed.

Responsibilities

• To prepare purchase order (PO) for approved purchase requisition form (PR), Purchase Request online,requisition form(RF)
• To ensure submission of purchase order to supplier via email.
• For new item request ,user have to provide the purchase requisition form with complete approved by management.
• Follow up the ordering to ensure the purchases are supplied and delivered on time.
• To communicate with the end user whenever ordered item is out of stock and to source for substitute or loan from supplier or other resources.
• To ensure all LAPASAR/ARIBA transactions are properly processed, monitored and completed to avoid delay in receiving.
• To communicate with supplier in requesting for quotation for new medical items/assets/equipment . Carry out price comparison analysis before confirmation of purchase if necessary.
• To arrange demo unit of medical items prior of decision
• To ensure pricing update of items according to the hospital price adjustment process.
• To get feedback for end user regarding new medical equipment /supplies purchased and communicate with supplier for any non-conformance issues.
• Matching PO for daily GRN & submit to store clerk.
• To ensure the keeping /filing of all relevant documents pertaining to purchase of goods from suppliers
• Example:Quotation,Brochure & MDA
• Ensure all the relevance documents pertaining to purchase of goods from suppliers are properly handed over to store clerk for issuing of GRN and to proceed to Finance Services for payment
• Assist in services orientation and on job training for new employees, planning and coordinate training program.
• Assist HOS to develop and implement services policy if required.
• Actively participate in all environment and safety activities as well as maintaining cleanliness and hygienic conditions in the work area.
• Participate actively in other new service that introduce.
• Adhere to hospital policies and code of conduct
• Adhere Stand People of Practice (SPP)
• Ensure the policies on patients and family’s rights are addressed at all times.
• Ensure compliance of Patient Safety goals as safety improvement measures recommended By World Alliance for Patient Safety (2008) .
• Ensure all Hospital policies and procedures and Hospital Accreditation are adhere to and record maintained if and when these programs are implemented.
• Adopt the policies and procedures of ISO 9001:2015,ISO 14001:2015, OHSAS:45001:2018, Malaysian Hospital Accreditation Standard and Joint Commission International Accreditation Standards.
• Perform any other appropriate duties assigned by the Superior.

Skills

Purchase orders

Vendor communication

Price comparison

Procurement coordination

Education

SPM

Diploma in Business Administration/Purchasing Management

Tools

LAPASAR/ARIBA

Job description

Job Description

1. To prepare purchase order (PO) for approved purchase requisition form (PR), Purchase Request online,requisition form(RF)

2. To ensure submission of purchase order to supplier via email.

3. For new item request ,user have to provide the purchase requisition form with complete approved by management.

4. Follow up the ordering to ensure the purchases are supplied and delivered on time.

5. To communicate with the end user whenever ordered item is out of stock and to source for substitute or loan from supplier or other resources.

6. To ensure all LAPASAR/ARIBA transactions are properly processed, monitored and completed to avoid delay in receiving.

7. To communicate with supplier in requesting for quotation for new medical items/assets/equipment . Carry out price comparison analysis before confirmation of purchase if necessary.

8. To arrange demo unit of medical items prior of decision

9. To ensure pricing update of items according to the hospital price adjustment process.

10. To get feedback for end user regarding new medical equipment /supplies purchased and communicate with supplier for any non-conformance issues.

11. Matching PO for daily GRN & submit to store clerk.

12.To ensure the keeping /filing of all relevant documents pertaining to purchase of goods from suppliers

Example:Quotation,Brochure & MDA

1. Ensure all the relevance documents pertaining to purchase of goods from suppliers are properly handed over to store clerk for issuing of GRN and to proceed to Finance Services for payment

2. Assist in services orientation and on job training for new employees, planning and coordinate training program.

3. Assist HOS to develop and implement services policy if required.

4. Actively participate in all environment and safety activities as well as maintaining cleanliness and hygienic conditions in the work area.

5. Participate actively in other new service that introduce.

6. Adhere to hospital policies and code of conduct

7. Adhere Stand People of Practice (SPP)

8. Ensure the policies on patients and family’s rights are addressed at all times.

9. Ensure compliance of Patient Safety goals as safety improvement measures recommended By World Alliance for Patient Safety (2008) .

10. Ensure all Hospital policies and procedures and Hospital Accreditation are adhere to and record maintained if and when these programs are implemented.

11. Adopt the policies and procedures of ISO 9001:2015,ISO 14001:2015, OHSAS:45001:2018, Malaysian Hospital Accreditation Standard and Joint Commission International Accreditation Standards.

12. Perform any other appropriate duties assigned by the Superior.

Job Requirement

Minimum Sijil Pelajaran Malaysia (SPM) & Diploma in Business Administration/Purchasing Management plus years of Hospital experience.