Job Title: Procurement Specialist
Department: Procurement
Reporting To: Head of Procurement
Location: Kuala Lumpur, Malaysia

Role Purpose:
We are seeking a Procurement Specialist to support project delivery through the strategic sourcing of equipment and bulk materials. The successful candidate will be responsible for ensuring all procurement activities align with budget constraints, meet technical specifications, and adhere to delivery schedules. This role requires effective coordination with internal teams and external suppliers, ensuring goods and services meet performance standards. A key challenge will be evaluating supplier capabilities, negotiating contracts, and managing relationships to secure the best possible value for the business.

Key Responsibilities:

• Preparation of RFQs:
  Prepare and issue Requests for Quotation (RFQs), develop bidders lists for assigned procurement packages, and manage commercial documentation.

• Bid Coordination:
  Organise bid openings, create bid rankings, prepare clarifications, and coordinate bidder meetings to ensure smooth and transparent processes.

• Bid Evaluation and Selection:
  Review bid evaluations with project teams, identify key negotiation points, and lead or coordinate commercial discussions with selected suppliers.

• Purchase Order Management:
  Issue purchase orders in line with internal procedures, ethical standards, and quality management systems.

• Change Order Management:
  Negotiate and issue purchase order change orders, arrange supplier meetings, and provide regular procurement status reports.

• Invoice and Documentation Support:
  Address invoice discrepancies, liaise with Accounts and Document Control teams, and manage back charges or vendor document issues.

• Supplier Performance and Quality Management:
  Support corrective action requests, warranty claims, and contribute to supplier performance evaluations using internal systems.

Qualifications and Experience:

• Diploma in engineering with relevant working experience.

• A degree in engineering, supply chain, business administration, operations or a related field is preferred.

• Minimum 5 years of procurement/materials management experience for degree holders.

• Minimum 7 years of experience for diploma holders.

Technical Competencies:

• Solid understanding of procurement principles and exposure to a variety of commodities and services.

• Familiarity with procurement-related policies, processes, and documentation.

• Proficiency in Microsoft Office (Excel, Word, PowerPoint).

• Working knowledge of SAP and Documentum is advantageous.

Leadership and Soft Skills:

• Strong negotiation and interpersonal skills.

• Service-oriented mindset with attention to detail.

• Ability to work effectively within cross-functional teams.