Procurement cum Admin Executive - Continuous Learning Opportunities

Duties and Responsibilities 

(Procurement)

• Responsible for all TCM-related products and equipment purchasing.
• To review purchase requisitions, taking into consideration issues such as lead times, standardization, quantity discounts, and purchasing budgets.
• To keep track of all outstanding purchase orders to ensure that goods are delivered on time.
• Ensure proper data entry of purchases into the TCM system.
• Ensure compliance with Procurement operations' policies and guidelines.
• Manage vendors to ensure quality, pricing, and delivery objectives are met.
• Liaison with the team to maintain the stock list and minimal stock-out.
• Establish contracts on time to ensure a continuous supply of products and services.
• Add value through proper negotiation, product standardizing, or innovative ways of sourcing as prices from suppliers may be adjusted at different times during the year.
• Actively solicit feedback, address issues, and seek continuous improvement.
• Compile procurement activities and prepare reports for the Board of Directors summarize procurement activities and prepare annual meeting reports on time.
• To ensure the timely preparation of purchase orders so that all approved purchase requests are ordered and the goods delivered by the suppliers on the date needed.

 (Admin)

• Carry out a comprehensive range of coordination and administrative duties, which includes CPE courses, Graduate Program, Scholarships program, and Clinical Internship among other tasks.
• Manage and maintain all documentation and filing processes, ensuring proper handling of correspondence and resolving any administrative-related issues as they arise.
• Coordinate and arrange board meetings, as well as assist in organizing charity events.
• Take meeting minutes and distribute them to the board of directors for action.
• Assume responsibility for generating reports, presentation slides, spreadsheets, and other relevant materials as required.
• Accountable for issuing donation records and receipts as well as Year-end reconciliation of donation records.  
• Ensures the organization’s policy is in accordance with the Personal Data Protection Act and codes of practice.

Other Ad-hoc duties as assigned

Requirements

Skills and Knowledge

• A minimum of 2 years of experience in TCM-related product procurement or any related field is required for this position.
• Excellent command of spoken and written English and Mandarin as the role requires dealing with Mandarin-speaking associates in regards Procurement. 
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Familiarity with virtual platforms such as Zoom and Team.
• Basic knowledge of design software e.g. Canva.
• Demonstrated ability to handle confidential and sensitive information discreetly.
• Capable of interacting effectively with personnel at different levels.

Personal Traits

• Fast learner and open-minded.
• Being honest and reliable with a conscientious and responsible attitude.
• Enthusiastic and meticulous individuals who are willing to learn.
• Team Player with good interpersonal and communication skills.

Educational Qualifications

• Minimum Diploma or Degree in Business Management or procurement related is preferred