Senior Executive / Executive - Procurement & Asset Management Office...

XIAMEN UNIVERSITY MALAYSIA; Sepang; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading educational institution in Malaysia is seeking a Senior Executive for its Procurement & Asset Management Office. The ideal candidate will manage procurement processes, ensure compliance with policies, and support various departments. Responsibilities include vendor evaluation, supplier performance reviews, and participation in project management. Candidates should possess at least 2 years of experience and a Bachelor's degree in relevant fields. Strong communication and organizational skills are essential for success in this role.

Qualifications

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

Responsibilities

• Manage end-to-end procurement processes in full compliance with the university’s policies.
• Conduct supplier performance reviews and maintain effective relationships.
• Participate in on-site management of construction, renovation, and maintenance projects.

Skills

Negotiation

Organizational skills

Communication skills

Detail-oriented

Teamwork

Education

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

Tools

MS Office

ERP systems

Job description

Senior Executive / Executive - Procurement & Asset Management Office...

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Responsibilities

• Manage 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 and review procurement documents including purchase proposals, requisitions, RFQs, tender evaluations, contracts, FATs, and PCFs.
• Support procurement planning and contribute to cost optimization and process improvement initiatives.

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.

Site Coordination and Project Support

• Participate in the on-site management of construction, renovation, and maintenance projects.
• Coordinate with contractors, suppliers, and relevant internal teams to ensure project progress, safety, and compliance with contract terms.
• Monitor on-site work schedules, resolve issues as they arise, and help ensure projects are completed on time and within budget.

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 / Qualifications

• 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.

Interested candidates are encouraged to submit their applications online via “Apply Here” or email their CV, along with copies of academic transcripts and supporting documents, to [e-mail].

We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.

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 by Tan Kah Kee. 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.