ASSISTANT EXECUTIVE

Responsibilities

1. Sourcing & Supplier Management
-Identify and source suitable suppliers based on specifications, quality, price, delivery, and service requirements.
-Obtain and evaluate quotations from suppliers for price comparison and negotiation.
-Conduct price negotiation and recommend the most suitable supplier based on commercial and operational requirements.
-Coordinate with suppliers on quotation validity, lead time, payment terms, warranty, and other commercial conditions.
-Ensure new suppliers fulfil the required supplier registration and due diligence requirements.
-Maintain and update the approved supplier database.
2. Purchase Order (PO) Processing
-Review approved PR and supporting documents before PO creation.
-Prepare and issue Purchase Orders (PO) to selected suppliers in accordance with approved quotations and procurement procedures.
-Ensure PO information is accurate, including item description, quantity, price, delivery date, payment terms, and applicable terms and conditions.
-Obtain the required approval before releasing PO to suppliers.
-Send approved PO to suppliers and obtain supplier acknowledgement.
-Cancel PO when required, subject to the appropriate approval.
3. Delivery & Order Follow-Up
-Monitor supplier order status and follow up on delivery schedules.
-Coordinate with suppliers and user departments regarding delivery requirements.
-Track outstanding and overdue Purchase Order and take appropriate action to expedite delivery.
-Resolve delivery discrepancies, shortages, damaged goods, or incorrect items with suppliers.
4. GRN & Invoice Matching
-Coordinate with user departments to ensure Goods Receipt Note (GRN) is completed upon receipt of goods or services.
-Verify supplier invoices against PO, DO, and GRN
-Perform invoice matching to ensure quantity and price are accurate.
-Follow up on discrepancies between PO, GRN, and invoice before submission to Finance.
-Submit complete and verified invoices to Finance for payment processing.
-Follow up on outstanding invoice matching and payment-related issues when required.
5. LOA / SPA / Contract Documentation
-Prepare and coordinate Letter of Award (LOA), Service Purchase Agreement (SPA)
-Coordinate with the user department, Legal, Finance, and suppliers to ensure terms and conditions are properly reviewed.
-Ensure commercial terms in LOA/SPA are aligned with the approved quotation and procurement approval.
-Follow up on document review, approval, signing, and execution by the relevant parties.

7. Procurement Compliance & Documentation
-Ensure all procurement activities comply with company SOP, procurement policy, approval matrix, and applicable regulations.
-Support internal and external audits by providing required procurement documentation.
8. Supplier Performance Management
-Monitor supplier performance in terms of price, quality, delivery, responsiveness, and service.
-Follow up with suppliers on complaints, delays, quality issues, and corrective actions.
-Maintain good professional relationships with suppliers while ensuring procurement integrity and transparency.
9. Reporting & Administrative Duties
-Prepare procurement reports, outstanding PO reports, delivery status reports, and other reports as required.
-Monitor pending PO, LOA/SPA, GRN, and invoice matching status.
-Provide procurement status updates to management and user departments.
-Perform other procurement-related duties assigned by the Procurement Section Manager /Manager / Head of Procurement.

Requirements

Diploma / Bachelor's Degree in Procurement, Supply Chain Management, Business Administration, or related field
Experience in SAP Ariba is an advantage
Able to manage multiple procurement activities and deadlines.
Able to work independently and coordinate effectively with internal departments and external suppliers.