Senior Executive/Executive Central Purchasing Services

DUTIES AND RESPONSIBILITIES: -

1) Sourcing

* To assist in expanding vendor list at VPC Pekan area through vendor sourcing activities.

* To perform Pre-Qualification towards new potential vendors through Zycus System.

To conduct due diligence on the new vendors company background prior of any of award/ transaction.

2)RFQ/Tender Exercise

* To check and verify the Purchase Requisition received from the users in order to ensure all document required are available prior execution of RFQ.

* To arrange and co-ordinate site visit for any purchase request which require technical understanding and verification by user and the potential vendors.

* To ensure complete submission of supporting documentations for the issued Purchase Requisition and to follow up the incomplete documentation from the users.

- To clarify with the user for any unclear product or service description.

*To record and keep track the Purchase Requisition ageing.

* To issue RFQ to the selected vendors within 3 days upon received complete Purchase

Requisition.

* To follow up on quotation submission by the vendors.

3) Vendor Evaluation and Selection

* To prepare technical and commercial evaluation from the received quotations.

- To prepare bid evaluation and vendor selection recommendation.

* To ensure the issuance of Purchase Order (PO) within 10 working days for the normal purchases and maximum of 20 working days for project purchases.

- To follow up the delivery status of the purchases.

- To assist superior in the tender exercise matter such as preparation of letter, minutes, report and etc.

4) Cost Control & Negotiation

- Negotiate pricing, discounts, and contract terms 

- Benchmark market rates to ensure competitiveness

* Drive cost-saving initiatives (bulk purchase, long-term contracts)

5) Delivery Monitoring

To follow up the delivery status of the purchases.

* To liaise with the vendor for delay in delivery, inaccuracy of quantity of delivery, or delivery of product which is not follow DHAS products specification requirement.

* To assist the user with any issues in the product and services deliver by the vendors

* To file an official complaint to the vendor for any issues in deliver

* To keep record of the delivery of product/ services for monthly reporting purposes

6) Invoice Monitoring

* To follow up the submission of invoice which the ageing more than 30 days after the delivery date.

* To verify the invoices and to ensure submission of the invoice within 3 days to Finance Department.

* To follow up with the finance for any ageing payment asked by the vendors.

* To assist the user or Finance Department in clarifying any dispute of the invoice with the vendors.

* To keep copy of the invoice for Department record.

7) Vendor Management

* Maintain good working relationships with vendors.

* Act as the main point of contact for vendor-related matters.

* Resolve disputes (pricing, quality, delays).

* Coordinate with vendors on:

1. Delivery schedules

2. Service execution timelines

Ensure vendors meet urgent or ad-hoc operational needs

* Monitor completion of work at site (especially for maintenance/services)

8) Performance Monitoring

* Track vendor performance based on:

1. Delivery timeliness

2. Quality of goods/services

Responsiveness

* Conduct periodic performance reviews

* Address underperformance and implement corrective actions

9) Documentation & Reporting

* Maintain proper records:

1. Vendor list

2. Contracts and agreements

3. Performance reports

* Prepare Weekly and Monthly Report submission to the superior.

10) Exploring potential business aligning with CPS business strategy;

* Understand and analyzing market fundamental, market strategy and future market trend to align with CPS business strategy;

To study on customer, supplier, competitor and industry data;

* Data collection, integration, modelling and transformation to identify the gap performance compared to the market practice;

11)To support on Project Management Office (PMO) Deliverables.