ASSISTANT, PURCHASING

GENERAL DESCRIPTION
The Purchasing Clerk shall be responsible for responding to customer and supplier inquiries about order status, changes, or cancellations. They also monitor inventory, perform buying duties when necessary, and contact suppliers to schedule or expedite deliveries. He/she also must monitor and ensure for the security and the day-to-day storekeeping operations of the central store of KPJ Kluang Specialist Hospital (KluSH). Assist Head of Services and responsible for overseeing the purchasing & central store, ensure that all the supplies and services needed are acquired in a timely, cost-effective manner for KPJ Kluang Specialist Hospital (KluSH).

RESPONSIBLE FOR 
The Purchasing clerk is responsible for preparing and processing purchase orders for medical supplies, equipment, and services, ensure that purchases comply with hospital procurement policies, monitor stock levels of critical hospital supplies, follow up on late deliveries or shortages, liaise with hospital departments to fulfill their supply needs.

JOB DESCRIPTION 
ORGANIZATION AND MANAGEMENT

• To prepare and check Purchase Requisition Form (PR) for services and from other services

• To process Purchase Order (PO) after getting approval from management

• To receive the stocks supplied by the vendor as per the purchase order placed and check the stocks thoroughly for quality, quantity, specification condition, condition etc.

• To categories the stocks in the appropriate locations

• Generate and compile the GRN from any receiving of invoices for stock / consignment/ services received from supplier with required document before submitting to finance services

• To always ensure effective and efficient running of the hospital operation (availability of medical supply)

• To ensure medical supplies are used within their expiry time frame and stock movement are handled appropriately

• To ensure all transactions of stocks are made within stipulated time (transfer, loan in, loan out etc)

• Take care of the security in all stocks kept in the store and purchasing and to maintain the neat and tidiness of store area

• Performing the stock taking required

• To issue materials to the departments as per the indents request and as per the schedule

• To reduce product Non-conformance from the ward/services

• To ensure accuracy of tagging / supply - no incident of wrong code tagged/ wrong item supplied

• To ensure all related records are up to date and completed

• To comply with any other duty that is instructed by the HOS: -

• This job description as Supervisor s subject to periodic review and maybe change at any time in consultation with the employee

• Performed any other job-related duties not specified in this job description when assigned by HOS

• Performed extra duties when calling upon, especially during an emergency

• Understands and carries out customer service in line with Vision and Mission Statements, Philosophy, Goals and Objectives that suit the scope of the SQM and hospital

• Understands the service organization structure

• Attending customer complaints and grievances

• To prepare any relevant report and summary of complaints and grievances

• To be responsible for all the purchase requests and ensure that stocks are maintained at an appropriate level

JOB REQUIREMENT

Education

• SPM/ STPM or equivalent

• Thorough understanding of purchasing procedures and policies.

• Well versed in English

• Proficient with Microsoft Office or related software.

Knowledge and Experiences:

• Minimum 1 - 2 years’ working experience or an equivalent combination of education and work-related experience.

• Must be able to work under pressure

• Self-motivated with excellent interpersonal & communication skills

• Possess positive attitude and leadership qualities

• Good in written and communication skills in Bahasa Melayu and English language

• IT literate with knowledge of Microsoft Office & related field

• Strong knowledge of medical supplies, hospital equipment, and healthcare procurement regulations

Skills and Competency.

• Strong negotiation skills

• Analytical skills

• Relationship management skills

• Communication skills

• Leadership skill

Special skills are required.

• Financial skills - Cost management, forecasting, analyzing financial data, and financial reporting

• Strategic Sourcing Skills

• Decision making skills

• Effective time management skills

• Strategy Skills

Personal Attributes

• Good in written and communication skills in Bahasa Melayu and English language

• IT literate with knowledge of Microsoft Windows

• Self-motivated with excellent interpersonal & communication skills

• Possess positive attitude and leadership qualities