Procurement Assistant

Hitachi Sunway Information Systems; Subang Jaya; On-site; MYR 20,000 - 100,000; Full time

Job summary

A technology services provider in Malaysia is seeking a candidate for a procurement role. The position requires collaboration with internal departments, verification of procurement documents, creation of Purchase Orders, and validation of invoices. Fresh graduates are welcome to apply. Candidates should possess a Diploma or Bachelor’s Degree in a relevant field and have experience with ERP systems. Strong attention to detail and organizational skills are essential to ensure compliance with procurement policies.

Qualifications

• Fresh grads are welcome to apply.
• Experience using ERP systems is preferred.
• Strong attention to detail and well-organized.

Responsibilities

• Collaborate with internal departments to gather procurement requirements.
• Verify documents to ensure compliance with policies.
• Create, review, and process Purchase Orders.
• Track and follow up on Purchase Order approvals.
• Cross-check Delivery Orders against POs.
• Validate invoices against Delivery Orders and POs.
• Identify and clarify discrepancies with vendors.
• Ensure compliance with procurement policies.
• Provide verified invoices and Delivery Orders to Finance.

Skills

Attention to detail

Organizational skills

Ability to handle multiple tasks

Education

Diploma or Bachelor’s Degree in Business Administration

Supply Chain Management

Procurement

Finance

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 against DOs and POs: 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.