Supply Specialist

VAT Vakuumventile AG; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

VAT Vakuumventile AG is seeking a Supply Specialist in Malaysia to provide administrative and transactional support for indirect procurement. You will process purchase requirements, manage supplier records, and coordinate with internal teams and suppliers to ensure timely, compliant purchasing activities.

Responsibilities include PO execution in Dynamics 365, supplier onboarding, and maintaining master data.

Qualifications

• Diploma/bachelor’s in supply chain or related field.
• Minimum 3 years experience in Procurement, Purchasing, or Supply Chain Management.
• Fluent English and local language.
• Excellent communication and negotiation skills.

Responsibilities

• Process PRs and issue POs in Microsoft Dynamics 365 as per policy.
• Execute PO amendments, conversions, cancellations and manage rejected POs.
• Maintain supplier records and master data; coordinate with stakeholders.
• Ensure SCOC/NDA and other compliance docs are managed.
• Prepare procurement cost savings reports in Darwin and support leadership.

Skills

Interpersonal skills

Communication

Negotiation

Analytical thinking

Problem-solving

Independent work

Team player

Education

Diploma / Bachelor’s degree in supply chain, Purchasing, Business Administration, or related field

Tools

Microsoft Dynamics 365

Microsoft Office Suite (Excel, Word, PowerPoint)

Job description

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The Supply Specialist provides administrative and transactional support for indirect procurement activities to ensure the timely and accurate processing of purchasing requirements. The role is responsible for purchase order execution, supplier administration, procurement documentation, master data maintenance, and coordination with internal stakeholders and suppliers. The position supports procurement compliance, data integrity, and efficient day-to-day purchasing operations while contributing to service excellence and business continuity

Responsibilities

Procurement Operations

• Process Purchase Requisitions (PR) and issue Purchase Orders (PO) in Microsoft Dynamics 365 in accordance with company policies and approval requirements.
• Execute PO amendments, conversions, cancellations, and management of rejected purchase orders.
• Monitor PO acknowledgements and follow up with suppliers to ensure timely delivery commitments.
• Coordinate with suppliers and internal stakeholders to resolve routine purchasing and delivery issues.
• Manage assigned indirect spend categories and support sourcing activities as required.
• Create, update, and maintain supplier records and master data within the procurement system.
• Build and maintain positive working relationships with suppliers to support operational requirements.
• Support supplier onboarding activities, including collection and maintenance of required documentation.
• Coordinate Supplier Code of Conduct (SCOC), Non-Disclosure Agreement (NDA), and other compliance-related documentation.

Data Management & Compliance

• Maintain purchasing master data and ensure procurement data integrity within the system.
• Review purchase transactions for compliance with procurement policies and procedures.
• Maintain and update the IDM supplier database and related procurement records.
• Ensure proper filing and retention of procurement documentation for audit purposes.
• Support Accounts Payable issue resolution through coordination with suppliers and Finance.
• Assist with Business License Program (BLP) and payment-related administrative activities.
• Track, compile, and prepare procurement cost savings reports in Darwin.
• Generate procurement reports and provide administrative support to Procurement Leadership.

Operational Support

• Support tax exemption applications by coordinating HS code information with suppliers.
• Participate in procurement process improvements and continuous improvement initiatives.
• Support business projects, change management activities, and operational procurement requirements as assigned.
• Assist in monitoring supplier performance metrics and follow up on corrective actions where required.

Continue improvement/Project

• Perform additional duties and responsibilities as assigned by management.
• Support purchasing activities for assigned commodities or suppliers, where appropriate, as part of employee development, capability building, and succession planning initiatives.
• Participate in sourcing, supplier engagement, and procurement projects to broaden procurement knowledge and support professional growth.

Requirements

• Diploma /bachelor’s degree in supply chain, Purchasing, Business Administration, or related field.
• Minimum 3 years of experience in Procurement, Purchasing, or Supply Chain Management.
• Good command of English and the local language.
• Excellent interpersonal, communication, and negotiation skills.
• Strong analytical and problem-solving abilities.
• Results-oriented with a proactive mindset.
• Able to work independently with minimal supervision while being an effective team player

Preferred Qualification

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
• Good stakeholder management and coordination skills.
• Experience with ERP systems (e.g., Microsoft Dynamics 365) is an added advantage.
• Knowledge of procurement processes, supplier management, and purchasing administration.
• Experience in manufacturing, engineering, or metal machining and assembly industries is preferred.

Diversity Statement

VAT is an equal opportunity emplo yer. We see ourselves as a responsible and far-sighted employer that offers not only jobs, but also career and personal development opportunities through various training programs. We recognize the value of employee diversity and provide equal employment opportunity for all qualified application that contributes to innovation, improves customer orientation and employee satisfaction. One-step in this direction is to ensure that people are recognized and fairly compensated for their contributions to the company. In 2021, VAT received the Fair-ON-Pay+ certificate as an acknowledgement for our commitment in ensuring equal pay for equal work between men and women.