Executive, Tender Secretariat (Procurement)

Malakoff Corporation; Kuala Lumpur; On-site; MYR 47,000 - 75,000; Full time

Job summary

Malakoff Corporation is recruiting for an Executive, Tender Secretariat within the Group Procurement team. The role supports administration, governance and coordination of tender exercises, ensuring transparency and compliance through documentation and process adherence.

The successful candidate will manage tender activities, prepare minutes, maintain records, and coordinate with stakeholders to enable timely tender completion and ongoing governance improvements.

Qualifications

• Bachelor’s degree in procurement, SCM, business administration or related field.
• 2–3 years of tender administration or procurement governance experience.
• Excellent organisational and time-management skills.
• Strong written and verbal communication for meeting minutes and formal correspondence.
• Proficient with Microsoft Office; familiarity with e-tendering is a plus.

Responsibilities

• Coordinate and administer Tender activities from issuance to closing.
• Organise Tender Committee meetings, agendas, papers and minutes.
• Ensure complete documentation of submissions, evaluations and approvals.
• Maintain tender registers and audit trails.
• Monitor Tender Committee decisions and deadlines.
• Ensure compliance with procurement policies and LOA.
• Coordinate with internal stakeholders for timely tender execution.
• Support continuous improvement of Tender Secretariat processes.

Skills

Organisational skills

Documentation

Coordination

Time management

Education

Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration or related discipline

Tools

Microsoft Office

Electronic tendering systems

Job description

Career Details

Take the Next Step in Your Career with Malakoff.

Group Procurement

We are seeking a highly organised, detail-oriented and professional individual to join our Group Procurement team as an Executive, Tender Secretariat.

The successful candidate will play an important role in supporting the administration, governance and coordination of tender exercises, ensuring transparency, procedural compliance and proper documentation throughout the procurement process.

Key Responsibilities

• Coordinate and administer tender activities, including tender issuance, submission, opening, clarifications and closing procedures.
• Organise and coordinate Tender Committee meetings, including preparation of agendas, meeting papers, minutes and records of decisions.
• Ensure completeness and proper documentation of tender submissions, evaluation reports, recommendations and relevant approvals.
• Maintain accurate tender registers, records, document version control and audit trails.
• Monitor and follow up on Tender Committee decisions, outstanding actions and submission deadlines.
• Ensure compliance with established procurement policies, procedures, Limits of Authority (LOA), confidentiality and governance requirements.
• Coordinate with internal stakeholders to facilitate efficient and timely execution of tender exercises.
• Support continuous improvement of Tender Secretariat processes, reporting and documentation systems.

Requirements

• Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration or a related discipline.
• Preferably 2–3 years of relevant experience in tender administration, procurement governance or committee secretariat functions.
• Strong organisational, documentation, coordination and time-management skills.
• Good written and verbal communication skills, with the ability to prepare accurate meeting minutes and formal correspondence.
• Proficient in Microsoft Office applications; familiarity with electronic tendering systems is an advantage.
• High level of integrity, confidentiality, professionalism and attention to detail.
• Ability to manage multiple tender activities and deadlines effectively.

Join Malakoff and contribute to strengthening procurement governance, transparency and operational excellence.