A. Overall Purpose Of The Job
The Procurement Executive is responsible to source, negotiate and purchase materials from both local and oversea vendors. Evaluate vendor’s quotation to ensure that they are in line with the technical and commercial specifications required by our clients. The primary function of the role is to ensure internal and external client satisfaction throughout the entire end-to-end order process. Evaluate supplier performance based on quality standards, delivery time & best prices and ensure all the criteria are met according to the organizational requirements and expectation.
B. Key Responsibilities
· Processing purchase orders – i.e. raising purchase orders, dealing with suppliers and following up order confirmation, follow up on deliveries with suppliers and updating delivery date information in ERP system.
· Resolve issues and queries with products liaising with goods receipt-in, inventory, ensuring that any issues are resolved quickly with internal team members and 3PL partners.
· Coordinate delivery documentation – e.g. Commercial Invoice and Packing List where required in coordination with suppliers and CSE Team (for Drop-Shipments), freight forwarders and/or 3PL partners.
· Ensure continuity of service delivery by completing receipt in transaction in a timely and professional manner.
· To work closely with Customer Service Team to resolve products enquiries and to ensure orders can be entered in ERP System accurately.
· Respond to client’s Request for Quotes in a timely and organized manner.
· Timely update on product costs changes and communicate new cost to Pricing Team to ensure new sell prices will be updated in all product catalogues.
· Resolve out of stock, discontinued, long lead time products by working with suppliers and procurement manager for suitable product alternatives to CSE Team to be presented to end-clients for consideration.
· To create new products code in ERP system under the supervision of the Procurement Manager and provide timely and accurate product description updates in ERP system and to ensure data is always accurate and up to date.
· Ensure data integrity of information entered through quality assurance work audits and process audits
· Responsible for implementing internal procurement strategies to cater to high delivery and
short lead time requirements
· Undertake any other ad-hoc duties as assigned
C. Job Profile
Required Skills and Knowledge
• Demonstrates the ability to audit data for entry accuracy and recognize inconsistencies with output
• Proven ability to work independently
• Demonstrates effective attention to detail and the development of alternative plans to ensure satisfactory delivery of supplies in accordance with contract terms
• Proven proficiency with alpha-numeric data entry skills which include rapid and accurate entry
• Must possess excellent communication skills with internal business stakeholders and with suppliers.
• Demonstrates intermediate level proficiency in the use of computer based systems, including but not limited to word processing, spreadsheet, email, and/or database applications. Knowledge of manufacturing or inventory control systems helpful. ERP experience preferred
Required Competencies
• Resourceful, self-driven, proactive and independent worker
• Proficient in use of MS Office Applications- Words, Excel and SAGE X3 (Preferred)
• Possess great organization skills
• Hardworking and meticulous with positive attitude
• Possess good communication and interpersonal skills
• Able to work well under stress in a fast-paced environment
• Knowledge of medical equipment and supply chain (preferred)
Required Work Experience
• Preferred 2 years relevant working experience in a similar capacity preferably in Medical Supplies Distribution, Clinic Operations, Marine/Offshore industry
Required Qualifications
• Min Diploma in Procurement / Marine / Engineering or equivalent certifications
Required Languages
• Excellent spoken and written English
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