Supply Chain & Administrative Specialist

Ferring Private Ltd.; Selangor; On-site; MYR 157,000 - 237,000; Full time

Job summary

A leading pharmaceutical company in Malaysia is seeking a Supply Chain and Administrative Specialist to support operational finance activities and manage supply chain operations. The ideal candidate should have a Bachelor’s degree or Diploma in a related field, at least 5 years of experience, and solid understanding of logistics processes. Strong communication and analytical skills are essential, as is the ability to collaborate with both management and employees. This role involves leading planning meetings and optimizing supply chain performance through effective analysis.

Qualifications

• 5 years' experience in supply chain operations, planning, procurement, inventory management, and logistics.
• Ability to work independently and drive continuous improvement.
• Professional English (oral and written) and local language proficiency.

Responsibilities

• Support operational finance activities and manage supply chain operations.
• Lead monthly Sales & Operations Planning meetings.
• Analyze supply chain performance to optimize operational effectiveness.
• Coordinate regulatory and compliance aspects of inbound shipments.

Skills

Supply chain operations

Procurement

Inventory management

Logistics processes

Analytical skills

Communication skills

Stakeholder management

Education

Bachelor’s degree or Diploma in Supply Chain Management, Business Administration, Logistics, Operations Management

Job description

Supply Chain and Administrative Specialist

You will be responsible to support operational finance activities, concentrated P2P, O2C and A2R processes and acts as first point of contact for the BPO for finance related matters. The role conducts retained operational activities, especially knowledge based and provides review and approvals to the BPO and ensures finance processes are conducted smoothly and with high quality, in compliance with existing fiscal and civil regulations, as well as with specific company policies and accounting principles, in compliance with existing fiscal and civil regulations, as well as with specific company policies and accounting principles.

Supply Chain Operations & Planning

Lead and facilitate the monthly Sales & Operations Planning (S&OP) meetings for Malaysia (MY) and Singapore (SG), own and maintain the S&OP review files, and perform analysis to monitor demand, supply and inventory trends.

Lead local supply chain operational and planning activities to ensure continuity of business operations.

Raise Purchase Orders (POs) in the ERP system for non-centrally planned products and closely follow up with the regional distribution hub to ensure timely shipment and delivery.

Analyze supply chain performance and drive actions to optimize operational effectiveness and service levels.

Inventory Management

Manage inventory levels across MY & SG to ensure adequate stock availability.

Coordinate the destruction of obsolete and damaged products and follow up on post-destruction documentation to support inventory write-off processes.

Participate in the annual physical inventory count at the warehouse and investigate inventory variances to ensure accurate reconciliation in the ERP system.

Monitor open orders and proactively propose mitigation actions to minimize potential supply disruptions or business interruptions.

Work closely with internal and external stakeholders to resolve delivery or supply issues efficiently.

Regulatory & Cross-Functional Coordination

Collaborate closely with the local team to ensure inbound shipments comply with all applicable regulatory and compliance requirements.

Support cross-functional coordination between supply chain, regulatory and logistics teams to ensure smooth end-to-end operations.

General Administrative Services

Manage vendors and contracts for general administrative services, ensuring compliance with contractual terms and company policies.

Raise Purchase Requisitions (PRs) and Purchase Orders (POs) for administrative needs and verify invoices against approved contracts in the procurement system.

Maintain, renew and monitor office licenses, equipment and facilities to ensure uninterrupted operations.

Oversee office housekeeping services and managing office supplies.

Documentation & Compliance

Maintain and administer documentation systems, including contract management databases, training records, filing and archiving, in compliance with company SOP requirements.

Support the editing and maintenance of local SOP documents.

Coordinate with the Company Secretarial firm to ensure accuracy and completeness of directors’ information and timely statutory submissions in accordance with local regulatory requirements.

Office & Executive Support

Coordinate office events, including internal and external meetings and guest visits.

Provide comprehensive secretarial and administrative support to the General Manager.

IT & Systems Support

Coordinate the ordering, setup, and deployment of PCs and IT peripherals.

Troubleshoot and resolve IT equipment issues by liaising with Global IT, IT OSS, vendors, and asset management teams.

Coordinate with IT OSS to provide ongoing IT support to the local office and ensure timely updates of the IT asset and inventory records.

Compliance and Integrity

Strict implementation and adherence to internal and statutory guidelines, instructions, processes and systems.

Strict adherence to the local fiscal and related regulations of the respective country.

Inform timely on potential issues, assess the risks and propose corrective measures.

Requirements

Bachelor’s degree or Diploma in Supply Chain Management, Business Administration, Logistics, Operations Management or a related field.

At least 5 years’ experience in relevant experience.

Demonstrated solid understanding of supply chain operations, including planning, procurement, inventory management, and logistics processes.

An analytical mindset and be a self-starter, being able to see opportunities and solve problems independently.

Good communication and stakeholder management skills, being able to work with both management and employees in the organisation.

Presenting your views and being challenged.

Work independently with the ability to influence multiple stakeholders.

Demonstrated ability to identify and drive continuous improvement opportunities.

Professional business English (oral and written) as well as local language as required.