DUTIES AND RESPONSIBILITIES
Coordination of Procurement Processes
Receive all incoming requisitions and co-ordinate the flow in an effective and efficient manner using the laid down procedures.
Follow up with suppliers on the sourcing process to ensure timely delivery to end user.
Maintain an updated supplier's database.
Prepare LPOs and send them to suppliers.
Tender Processes
Assist in preparation of tender documents and soliciting of tender/quotations.
Assist in the establishment of appropriate frameworks to enable improved organizational efficiency.
Carry out analysis of quotations and prepare relevant reports.
Internal and External Relations
Assist in fostering good business relationships between suppliers and internal customers.
Answer incoming queries regarding outstanding procurement requests.
Preparing reports for the Tender Committee.
Contract Management
Assist in managing contracts with suppliers of goods and services.
Assist in risk analysis of contract conditions, costs and sub-contracts.
Prepare donor reports on procurement matters.
Filing and documentation
Responsible for filling registry of purchases related documents.
Develop various reports as required by the department and users.
Tender Committee reports
Prepare monthly reports for tender committee approvals (through minutes and via emails).
Preparation of RFQs and quotations analysis
Prepare RFQs for PRs raised on a daily basis.
Prepare quotations analysis for quotations received for Procurement Officer's approval.
Taking of evaluation minutes and tender openings
Prepare tender opening and evaluation minutes as assigned and ensure they are duly signed by the participants.
Disposal of assets reports
Prepare reports/minutes for disposal of used motor-vehicles and assorted items as and when assigned.
Others
Any other duty that may be assigned by the supervisor.
Qualifications
Education and Experience
Bachelor of Commerce or Business Management - Procurement & Logistics Option.
Should be a member of KISM.