Assistant, Procurement (Non-Kpj)

GENERAL DESCRIPTION

The Purchasing Assistant will support the procurement team in managing purchasing activities, supplier coordination, and inventory control for pharmaceutical products, medical disposables, and healthcare-related items. This role ensures that all purchasing processes are carried out efficiently, cost-effectively, and in compliance with company policies and regulatory requirements.

JOB DESCRIPTION

• Prepare Purchase Requisition (RQ) and Purchase Order (PO) for External Business division.
• Follow up on order confirmation and monitor delivery schedule for External Business division.
• Entertain product inquiries for External Business division.
• Do goods receiving and key in Goods Receive Note (GRN) and Purchase Invoice (PI) in Autocount System.
• Generate monthly consignment sales report, issue purchase requisition and key in PI for all consignment items sold for each period for Healthshoppe.
• Ensure all invoices are signed, checked and approved by the designated person in charge.
• Ensure all invoices are arranged by Invoice, GRN/PI and PO and uploaded in proper folder in shared drive “ALL INVOICES”.
• Prepare monthly Healthshoppe Purchase Invoice Listing to forward to Accounts Services to prepare payment.
• Maintain accurate records of purchasing documents, supplier contracts, and price lists.
• Support in monitoring inventory levels to avoid out of stock situations and overstock situations.
• Liaise with suppliers and internal departments (sales, warehouse, finance) to resolve order discrepancies, delivery delays, or product quality issues.
• Assist in sourcing, selecting, and negotiating with suppliers to obtain the best price, quality, and delivery timelines.
• Assist to conduct basic market research on new products, suppliers, and pricing trends.
• Assist in supplier performance evaluation and relationship management.
• Assist in monitoring product returns and product recalls and liaise with supplier until credit note received.
• Ensure compliance with regulatory requirements and internal procurement policies.
• Provide administrative support to the purchasing department, including data entry, filing, and report preparation.
• Perform other ad-hoc tasks as and when required by the Management.
  

JOB REQUIREMENT

Education: Diploma in Pharmacy or any related field.

Knowledge and Experiences:

• Preferably 2–5 years of working experience in purchasing or supply chain, especially in pharmaceutical or healthcare industry.
• Fresh graduates with strong interest in procurement are encouraged to apply.
• Good negotiation, communication, and interpersonal skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and experience with inventory systems is an advantage.
• Knowledge in Autocount & Maxisoff System is an added bonus.
• Detail-oriented, organized, and able to multitask in a fast-paced environment.

Skills & Competencies:

• Strong teamwork and collaboration skills.
• Analytical thinking with problem-solving ability.
• High level of integrity and professionalism.
• Proactive, resourceful, and able to work independently with minimal supervision.

Personal Attributes

• Integrity & Reliability – Trustworthy in handling supplier negotiations, pricing, and confidential information.
• Detail-Oriented – Careful with documentation, pricing, and product specifications to avoid costly errors.
• Organized & Efficient – Able to manage multiple orders, deadlines, and priorities effectively.
• Strong Communication Skills – Clear and professional in dealing with suppliers, colleagues, and other departments.
• Team Player – Cooperative and supportive in achieving departmental and company goals.
• Adaptability – Able to handle changes in supplier conditions, stock demands, or urgent requests.
• Problem-Solving Mindset – Proactive in resolving delivery issues, shortages, or supplier disputes.
• Positive Attitude – Motivated, approachable, and willing to learn and grow within the role.