Procurement Assistant

Hitachi Sunway Information Systems; Subang Jaya; On-site; MYR 36,000 - 60,000; Full time

Job summary

A leading technology solutions provider in Malaysia is looking for a procurement specialist. The candidate will collaborate with various departments to meet procurement requirements and ensure compliance with policies. Responsibilities include managing Purchase Orders, validating invoices, and maintaining vendor profiles. A Diploma or Bachelor's Degree in relevant fields is required, and experience with ERP systems is preferred. Fresh graduates are encouraged to apply. This is an excellent opportunity for a detail-oriented individual eager to start their career in procurement.

Qualifications

• Fresh grads are welcome to apply.
• Candidate should hold a Diploma or Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.
• Experience using ERP systems is preferred.

Responsibilities

• Collaborate with internal departments to gather procurement requirements.
• Verify all documents, ensuring compliance with policies.
• Create, review, and process Purchase Orders (POs) promptly.
• Cross-check Delivery Orders (DOs) against POs.
• Handle urgent procurement requests and unforeseen issues.

Skills

Attention to detail

Organization

Multi-tasking

Education

Diploma or Bachelor's Degree in relevant fields

Tools

ERP systems (e.g. SAP, Oracle, JDE)

Job description

Collaborate with internal departments to gather procurement requirements, ensuring clarity of specifications and purchase needs.

Verify all supporting documents, including requisitions, contracts, vendor quotes, and approvals, to ensure compliance with organizational policies and procedures.

Create, review, and process POs promptly, ensuring accuracy in pricing, quantities, delivery schedules, and payment terms.

Track and follow up on POs approvals and issuance to avoid delays.

Vendor Delivery Orders (DOs) and Invoice Validation

Cross-check DOs against POs: Ensure that quantities, descriptions, pricing, and delivery terms match the approved POs.

Validate invoices and DOs: Confirm that billing aligns with actual deliveries and agreed contractual terms, include correct tax details and statutory requirements.

Identify and clarify discrepancies: Communicate with vendors promptly to resolve issues related to incorrect billing, missing DOs, or delayed submissions.

Ensure all DOs and invoices comply with company procurement policies and financial regulations.

Provide verified invoices and DOs to Finance for timely payment processing.

Additional Responsibilities

Vendor Profiles updating: Regularly update vendor profiles and databases to reflect current and accurate supplier information.

Cross-Functional Collaboration: Work closely with Sales, Finance and Logistics teams to align procurement activities with overall business objectives.

Handle urgent procurement requests and unforeseen issues promptly, ensuring minimal disruption to operations.

Manage special assignments or unforeseen tasks as directed by superior.

Requirements

Fresh grads are welcome to apply.

Diploma or Bachelor’s Degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.

Experience using ERP systems (e.g. SAP, Oracle, JDE) is preferred.

Strong attention to detail, well-organized, and able to handle multiple tasks under tight timelines.