ASSISTANT, PURCHASING

KPJ Penang Specialist Hospital; Seberang Perai; On-site; MYR 3,500 - 6,200; Full time

Job summary

KPJ Penang Specialist Hospital in Malaysia is seeking a detail-oriented Purchasing Officer to manage procurement processes, prepare POs for approved requests, and coordinate with suppliers to secure medical items efficiently.

You will track orders to ensure on-time delivery, solicit quotations, perform price comparisons, update item pricing per hospital policies, and maintain accurate records for GRN, payment, and audits while supporting training and policy adherence.

Qualifications

• Minimum SPM and a Diploma in Business Administration or Purchasing Management.
• Hospital experience preferred.

Responsibilities

• Prepare purchase orders for approved PR/Request forms and RFs.
• Submit PO to suppliers via email and follow up on deliveries.
• Communicate stock shortages and source substitutes or loans as needed.
• Process LAPASAR/ARIBA transactions accurately to avoid delays.
• Obtain quotations for new items and perform price comparisons.
• Arrange demos for medical items prior to decision.
• Update item pricing according to hospital adjustment process.
• Maintain records for quotations, brochures and MDAs.
• Ensure documents are handed over to store and finance for payment.
• Assist in training and policy implementation; adhere to ISO/accreditation standards.

Education

Diploma in Business Administration / Purchasing Management

SPM (Malaysia) certificate

Job description

Job Description

1. 1. To prepare purchase order (PO) for approved purchase requisition form (PR), Purchase Request online,requisition form(RF)
2. 2. To ensure submission of purchase order to supplier via email.
3. 3. For new item request ,user have to provide the purchase requisition form with complete approved by management.
4. 4. Follow up the ordering to ensure the purchases are supplied and delivered on time.
5. 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. 6. To ensure all LAPASAR/ARIBA transactions are properly processed, monitored and completed to avoid delay in receiving.
7. 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. 8. To arrange demo unit of medical items prior of decision
9. 9. To ensure pricing update of items according to the hospital price adjustment process.
10. 10. To get feedback for end user regarding new medical equipment /supplies purchased and communicate with supplier for any non-conformance issues.
11. 11. Matching PO for daily GRN & submit to store clerk.
12. 12. To ensure the keeping /filing of all relevant documents pertaining to purchase of goods from suppliers Example:Quotation,Brochure & MDA
13. 13. 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
14. 14. Assist in services orientation and on job training for new employees, planning and coordinate training program.
15. 15. Assist HOS to develop and implement services policy if required.
16. 16. Actively participate in all environment and safety activities as well as maintaining cleanliness and hygienic conditions in the work area.
17. 17. Participate actively in other new service that introduce.
18. 18. Adhere to hospital policies and code of conduct
19. 19. Adhere Stand People of Practice (SPP)
20. 20. Ensure the policies on patients and family’s rights are addressed at all times.
21. 21. Ensure compliance of Patient Safety goals as safety improvement measures recommended By World Alliance for Patient Safety (2008) .
22. 22. Ensure all Hospital policies and procedures and Hospital Accreditation are adhere to and record maintained if and when these programs are implemented.
23. 23. 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.
24. 24. 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.

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.