EXECUTIVE, PURCHASING

KPJ Selangor Specialist Hospital; Muar; On-site; MYR 36,000 - 60,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking a detail-oriented Purchasing Services Officer to manage end-to-end hospital procurement processes, from obtaining quotations to issuing purchase orders and coordinating with departments.

You will ensure stock accuracy, maintain secure storage, and comply with OSHA 1994 as well as ISO and hospital standards, contributing to quality and efficiency in daily Purchasing Services operations.

Qualifications

• Experience in hospital purchasing is preferred.
• Ability to obtain and evaluate supplier quotations.
• Strong documentation and record-keeping skills.
• Familiarity with procurement policies and procedures.

Responsibilities

• Process purchasing activities for supplies, equipment, and services upon approval from management in accordance with hospital procurement policies and procedures.
• Obtain quotations from suppliers, evaluate pricing and specifications, and coordinate with suppliers regarding procurement matters.
• Prepare Purchase Orders (PO) and support procurement documents for approval by authorized personnel.
• Ensure confidentiality of supplier quotations, pricing information, and procurement documentation.
• Receive, inspect, and verify all purchased goods, supplies, and services against Purchase Orders and delivery documentation.
• Generate, compile, and maintain Goods Receiving Notes (GRN), invoices, and support receiving documents before submission to Finance Department.
• Issue and distribute purchased goods and supplies to departments and users in a timely and accurate manner.
• Monitor, control, and safeguard stock inventory and ensure proper storage, security, and stock movement practices are maintained.
• Perform regular stock taking, inventory reconciliation, and stock monitoring activities to maintain accurate inventory records.
• Assist the Head of Purchasing in monitoring stock levels and ensuring sufficient stock availability while preventing overstocking and shortages.
• Assist in planning, organizing, controlling, and evaluating day-to-day Purchasing Services operations to ensure efficient delivery service.
• Document, implement, review, and comply with Purchasing Services policies, procedures, and work instructions in liaison with management.
• Support quality assurance activities within Purchasing Services and participate in corrective and preventive actions for non-conformance and service improvement initiatives.
• Coordinate and collaborate with hospital departments, suppliers, Finance, and management to ensure procurement activities meet operational requirements.
• Ensure compliance with Occupational Safety and Health Act (OSHA) 1994, hospital safety requirements, and applicable regulatory and accreditation standards.
• Participate actively in ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, Hospital Accreditation, 5S activities, Patient Safety Goals, and Standard People Practice (SPP) initiatives.
• Ensure all Purchasing Services activities comply with Group policies, corporate instructions, service standardization requirements, and governance documents.

Skills

Procurement

Vendor management

Inventory control

Documentation

Compliance

Communication

Education

Diploma in Purchasing

Tools

ERP system

Job description

Main Responsibilities

• Process purchasing activities for supplies, equipment, and services upon approval from management in accordance with hospital procurement policies and procedures.

• Obtain quotations from suppliers, evaluate pricing and specifications, and coordinate with suppliers regarding procurement matters.

• Prepare Purchase Orders (PO) and support procurement documents for approval by authorized personnel.

• Ensure confidentiality of supplier quotations, pricing information, and procurement documentation.

• Receive, inspect, and verify all purchased goods, supplies, and services against Purchase Orders and delivery documentation.

• Generate, compile, and maintain Goods Receiving Notes (GRN), invoices, and support receiving documents before submission to Finance Department.

• Issue and distribute purchased goods and supplies to departments and users in a timely and accurate manner.

• Monitor, control, and safeguard stock inventory and ensure proper storage, security, and stock movement practices are maintained.

• Perform regular stock taking, inventory reconciliation, and stock monitoring activities to maintain accurate inventory records.

• Assist the Head of Purchasing in monitoring stock levels and ensuring sufficient stock availability while preventing overstocking and shortages.

• Assist in planning, organizing, controlling, and evaluating day-to-day Purchasing Services operations to ensure efficient delivery service.

• Document, implement, review, and comply with Purchasing Services policies, procedures, and work instructions in liaison with management.

• Support quality assurance activities within Purchasing Services and participate in corrective and preventive actions for non-conformance and service improvement initiatives.

• Coordinate and collaborate with hospital departments, suppliers, Finance, and management to ensure procurement activities meet operational requirements.

• Ensure compliance with Occupational Safety and Health Act (OSHA) 1994, hospital safety requirements, and applicable regulatory and accreditation standards.

• Participate actively in ISO 9001:2015, ISO 14001:2015, ISO 45001:2018, Hospital Accreditation, 5S activities, Patient Safety Goals, and Standard People Practice (SPP) initiatives.

• Ensure all Purchasing Services activities comply with Group policies, corporate instructions, service standardization requirements, and governance documents.