EXECUTIVE, PURCHASING

Kuching Specialist Hospital; Kuching; On-site; MYR 90,000 - 150,000; Full time

Job summary

KPJ Healthcare Berhad is seeking a Procurement/ Purchasing professional to plan and execute purchase activities for Central Store, Ward, and other services in line with hospital objectives.

Responsibilities include PR/PO verification, supplier management, bidding and quotation processes, and ensuring regulatory and internal policy compliance. The role requires strong communication and English/Bahasa skills and the ability to work under pressure.

Qualifications

• Minimum degree requirement; MBA or degree in accounting/finance preferred.
• Good interpersonal and communication skills plus ability to work under pressure.

Responsibilities

• Receive and check Purchase Requisitions (PR) from all Services/Wards, ensuring correct quantity, balance, and sign-off by HOS/UM.
• Verify Purchase Order (PO) details, confirm price, supplier, items, quantity, and price before approval.
• Handle purchase of medical and non-medical items, stock, and direct requests from services/ward.
• Prepare service/repair requisition forms for medical and non-medical items.
• Ensure competitive and confidential pricing; monitor PO status and close within 20 days.
• Communicate with external suppliers and internal customers to ensure satisfaction.
• Verify completeness of documents for new supplier applications before approval by FM/OM and CEO.

Skills

Purchasing knowledge

Interpersonal skills

Communication skills

Bahasa and English

Microsoft Office

Education

MBA or Accounting/Finance

Tools

Microsoft Office

Job description

General Description

To plan and carry out duties related to Purchasing/Procurement functions in providing excellent quality management and continuous improvement and development in line with hospital objectives. Responsible for covering the purchase of medical & non‑medical items / equipment for Central Store, Ward & other Services and ensuring compliance with established standards.

Job Description

Purchasing/Procurement Functions:
•Receive and check Purchase Requisitions (PR) from all Services/Wards, ensuring correct quantity, balance, and that the PR is signed by the HOS/UM.
•Verify Purchase Order (PO) details, confirm negotiability of price, and correctness of supplier, items, quantity, and price before forwarding to OM and CEO for approval.
•Handle purchase of medical and non‑medical items, stock, and direct requests from services/ward.
•Prepare services/repair requisition forms for medical and non‑medical items.
•Ensure competitive and confidential pricing matters.
•Monitor PO status (Open and Issue) and ensure closure within 20 days.
•Communicate closely with external suppliers regarding purchase matters and with internal customers to ensure satisfaction.
•Verify completeness of documents for new supplier applications before approval from FM/OM and CEO.

• Supplier Selection Form
• Supplier Update Form
• Supplier Declaration Form
• Corporate Integrity Declaration (CID) Form 9 or Form 13
• Form 24, Form 49
• Certificate of Medical Device Act (MDA) – applicable for medical items
• Supplier Evaluation Form
• Charge Master Form (update items prices as per markup policy and obtain CEO approval)
• Standard Quotation Requirement of KPJ Healthcare Berhad
  • RM 10,000 and below – minimum 2 quotations
  • Above RM 10,000 – minimum 3 quotations

Prepare CID Report quarterly and submit to KPJ HQ. Generate any purchasing-related reports requested by Management or KPJ HQ. Attend and liaise with Internal or External Auditors as necessary. Renew or propose new supplier agreements at least 3 months before the agreement expires.

Administrative and Supervisory Functions

•Review Duty Roster for the Department before submission to Talent Management Services.
•Maintain Department’s Organisation Chart and team signatures.
•Monitor and improve Quality Objectives and Performance Indicators of the Unit.
•Ensure completion of 30 hours of training for Purchasing Staff.
•Manage staff leave, SPAR, confirmation, training, counselling, memorandum/letter, etc.

OSH Act & Regulations 1994

Responsible for carrying out duties as stipulated in the OSH Act & Regulations 1994, ensuring safety of self and others, using provided protective equipment, and complying with safety instructions.

Baby Friendly Concept

Adhere to breastfeeding steps as required by policy.

Patient Safety Goal

Ensure compliance with Patient Safety Goals and promote policies on Patient and Family Rights.

Integrated Management System

Participate actively and encourage compliance with all ISO 9001:2015, ISO 14001, OHSAS 18001, Malaysian Hospital Accreditation Standards, and PSG policies.

PDPA Act 2010

Review and adopt internal data protection policies to comply with the PDPA Act 2010.

Standard People Practice (SPP)

Adhere to SPP and comply with all points of engagement with patients, customers, or guests.

Risk Management

Manage risks within the work environment and involve in HIRARC exercises with ongoing updates and actionable plans.

Hand Hygiene

Maintain proper hand hygiene at the workplace.

Job Requirements

Education: Minimum qualification of Degree (MBA or Degree in Accounting or Finance) from a recognised university.
Experience: 5 years in related fields.
Skills: Good interpersonal and communication skills, fluent in Bahasa and English, IT literate with Microsoft Office. Ability to work independently under pressure and tight deadlines.

Preferred

•More than 8 years in related fields.
•Fluent in Bahasa, English, and Mandarin.
•Proficient in Microsoft Office and knowledge of computerized accounting software is an added advantage.

Skills & Competencies

High level of knowledge in purchasing/procurement functions, decision-making, strategic thinking, leadership, ethical conduct, and interpersonal skills.

Personal Attributes

Excellent communication, management, decision-making, ethical conduct, and strategic thinking skills.

About KPJ Healthcare Berhad

KPJ Healthcare Berhad is a leading healthcare provider focused on delivering world‑class services across Malaysia, Indonesia, Thailand, Bangladesh, and Australia. We seek remarkable people to join us in exploring and discovering better healthcare solutions together.