Procurement Senior Executive / Executive

XIAMEN UNIVERSITY MALAYSIA; Sepang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading educational institution in Malaysia is seeking a Procurement Senior Executive / Executive to manage procurement processes and renovation projects. The ideal candidate will have a bachelor's degree, at least 2 years of relevant experience, and strong organizational skills. Proficiency in MS Office and vendor management are essential. This role offers an opportunity to contribute to a dynamic educational environment while ensuring compliance with procurement policies.

Qualifications

• At least 2 years of procurement experience, preferably in construction or facility projects.
• Familiar with procurement procedures, tendering, and vendor management.
• Basic knowledge of construction or engineering terms is preferred.

Responsibilities

• Carry out end-to-end procurement processes.
• Coordinate small- to medium-scale renovation projects.
• Communicate with departments to understand procurement needs.

Skills

Organizational skills

Communication skills

Vendor management

Detail-oriented

Proactive

Education

Bachelor’s degree in Procurement, Business, Engineering, or related fields

Tools

MS Office

ERP systems

Job description

Procurement Senior Executive / Executive

Carry out end-to-end procurement processes in full compliance with the university’s policies and procedures.

Handle a wide range of procurement activities, including the sourcing and purchasing of goods, services, and facility-related projects such as maintenance and renovation.

Prepare, check and compile procurement documentation including purchase proposals, requisitions, RFQs, tender evaluations, contracts, FATs, and PCFs.

Assist in procurement planning and contribute to cost optimization and process improvement initiatives.

Renovation Projects Coordination

Provide coordination and administrative support for small- to medium-scale renovation, maintenance, and refurbishment works.

Assist in project planning activities and coordinating with designer, consultants and internal departments.

Assist in the procurement process for consultants, designers, contractors, subcontractors, and suppliers, including preparing tender exercise, collecting quotations, conducting evaluation meeting, and preparing award proposal for management review.

Prepare draft contracts, purchase orders, and other necessary documentation for approval.

Support local authority submissions process, follow-up submission status and coordinate necessary inspections.

Liaise with contractors and consultants on site matters, monitor general work progress, and report updates or issues to the supervisor.

Maintain proper project documentation and assist in preparing reports, payment claims, and final account records.

Interdepartmental Coordination and Support

Communicate with various departments/schools to understand their procurement needs and provide timely and professional support.

Offer guidance and training to departmental procurement representatives to ensure alignment with procurement policies and procedures.

Supplier and Market Management

Assist in the selection, evaluation, and negotiation of vendors to ensure product/service/project quality, delivery timeliness, and value for money.

Conduct supplier performance reviews and maintain effective working relationships.

Perform market research, supplier analysis, and cost benchmarking to support procurement decisions.

Compliance, Documentation, and Reporting

Maintain accurate and complete procurement records for audit and reporting purposes.

Support internal audits, compliance checks, and the preparation of procurement reports as required.

Teamwork and Other Duties

Work collaboratively with team members, sharing responsibilities and providing coverage during peak workloads or staff absences.

Perform other related duties as assigned by the supervisor.

REQUIREMENTS

Bachelor’s degree or above in Procurement, Business, Engineering, or related fields.

At least 2 years of procurement experience, preferably with exposure to construction or facility projects.

Familiar with procurement procedures, tendering, and vendor management.

Strong organizational and communication skills; able to handle multiple tasks under pressure.

Proficient in MS Office; experience with ERP or procurement systems is a plus.

Basic knowledge of construction or engineering terms is preferred.

Mandarin proficiency and CAD skills are advantages.

Detail-oriented, proactive, and a good team player.

Your application will include the following questions:

• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• Which of the following languages are you fluent in?
• How much notice are you required to give your current employer?
• Do you have order processing experience?
• How many years' experience do you have in a procurement role?

Xiamen University Malaysia (XMUM), the first Chinese university branch campus in Malaysia (Reg. No. DULN009(B)), is an extension of Xiamen University (XMU), established in 1921. XMU is ranked 198th globally by US News & World Report (2024-2025). XMUM combines world‑class teaching, research excellence, and cultural diversity, aiming to nurture ethical, talented individuals who contribute to the progress of Malaysia, China, and Southeast Asia. As a dynamic and inclusive institution, XMUM seeks committed, qualified individuals to join its team and support its mission of global educational excellence.