We are looking for a highly organized and proactive Senior Executive to support the Head of Procurement in managing departmental operations, governance processes, and administrative functions. This role plays a key part in ensuring smooth coordination of EXCO submissions, department operations, budget management, and compliance activities within the Procurement function.
Responsibilities:
EXCO & Secretariat Coordination
- Coordinate the submission of Procurement, Tender, and Direct Appointment papers for EXCO meetings in accordance with the stipulated timelines and governance requirements.
- Prepare and maintain key post-meeting documentation, such as Minutes of Meeting, Post-Meeting Decision & Action Notes and Approved EXCO Papers for matters under the purview of the Head of Procurement
Department Operations & Administration
- Daily and ad hoc task execution as assigned by the Head of Procurement.
- Manage and coordinate departmental meetings and schedules.
- Prepare official documents such as memoranda and management papers.
- Compile and manage departmental data and reports.
- Liaise with Company Secretarial Services on EXCO, BTC, and BGRC submissions.
- Support day-to-day administrative and operational needs of the department.
Department Budget Management
- Responsible for annual departmental budget planning and submission, including preparation of CAPEX and OPEX budgets.
- Monitor departmental budget utilization and raise potential unbudgeted expenditures or cost-saving opportunities to Finance.
- Extract and provide budget analysis for monthly reporting to the Head of Department to highlight potential unbudgeted expenses during monthly sync-up meetings.
- Closely monitor discretionary expenses (e.g., travel and entertainment expenses).
Department IMS Coordination
- Ensure compliance with ISOP established by the Department and Company, aiming for zero or minimal NCR.
- Ensure timely dissemination of all IMS-related information within the Department.
- Promote QHSEC policy awareness across the Department.
- Maintain proper documentation and filing system for ISOP updates.
Qualifications:
- Bachelor's Degree in Business Administration or equivalent, or a combination of relevant education, training, and experience.
- Total of 710 years of working experience, with at least 3 years in executive secretarial or office administration roles
- Strong organizational and coordination skills with attention to detail
- Ability to manage multiple stakeholders and meet deadlines independently
- Proficiency in Microsoft Office productivity tools
- Good command of English and Bahasa Malaysia (written & spoken)
- Knowledge of quality management systems is an added advantage
