Pharma Procurement Assistant: Streamline Purchases

KPJ Selangor Specialist Hospital; Malaysia; On-site; MYR 28,000 - 45,000; Full time

Job summary

KPJ Selangor Specialist Hospital is seeking a Purchasing Assistant to support the procurement team in managing purchasing activities for pharmaceutical products, medical disposables, and healthcare items. You will handle requisitions, supplier liaison, and ensure process compliance.

The role requires attention to detail, strong negotiation and communication skills, and the ability to work with internal departments to resolve issues and maintain optimal stock levels.

Qualifications

• Diploma in Pharmacy or related field is required.
• 2–5 years in purchasing or supply chain, preferably in healthcare.
• Strong negotiation, communication and interpersonal skills.
• Proficient in Microsoft Office; experience with inventory systems is a plus.
• Detail-oriented, organised, and able to multitask in a fast-paced environment.

Responsibilities

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Follow up on orders and monitor delivery schedules for External Business division.
• Entertain product inquiries for External Business division.
• Do goods receiving and key in Goods Receive Note (GRN) and Purchase Invoice (PI) in Autocount System.
• Generate monthly consignment sales report, issue purchase requisition and key in PI for all consignment items sold for each period for Healthshoppe.
• Ensure all invoices are signed, checked and approved by the designated person in charge.
• Ensure all invoices are arranged by Invoice, GRN/PI and PO and uploaded in proper folder in shared drive “ALL INVOICES”.
• Prepare monthly Healthshoppe Purchase Invoice Listing to forward to Accounts Services to prepare payment.
• Maintain accurate records of purchasing documents, supplier contracts, and price lists.
• Support in monitoring inventory levels to avoid out of stock situations and overstock situations.
• Liaise with suppliers and internal departments to resolve order discrepancies, delivery delays, or product quality issues.
• Assist in sourcing, selecting, and negotiating with suppliers to obtain the best price, quality, and delivery timelines.
• Assist in conduct basic market research on new products, suppliers, and pricing trends.
• Assist in supplier performance evaluation and relationship management.
• Assist in monitoring product returns and product recalls and liaise with supplier until credit note received.
• Ensure compliance with regulatory requirements and internal procurement policies.
• Provide administrative support to the purchasing department, including data entry, filing, and report preparation.
• Perform other ad-hoc tasks as and when required by the Management.

Skills

Negotiation

Communication

Interpersonal skills

Teamwork

Analytical thinking

Education

Diploma in Pharmacy

Tools

Microsoft Office

Inventory systems

Autocount

Maxisoff System

Job description

KPJ Selangor Specialist Hospital is seeking a Purchasing Assistant to support the procurement team in managing purchasing activities for pharmaceutical products, medical disposables, and healthcare items. You will handle requisitions, supplier liaison, and ensure process compliance.

The role requires attention to detail, strong negotiation and communication skills, and the ability to work with internal departments to resolve issues and maintain optimal stock levels.