SENIOR EXECUTIVE, PROCUREMENT – MEDICAL TECHNOLOGY SERVICES Full Time

Assist in the end-to-end operational procurement process for medical equipment, including RFQ preparation, tender documentation, PR/PO issuance, and coordination with vendors across KPJ hospitals and support companies.

Support strategic sourcing activities by preparing cost comparison analyses,

consolidating vendor submissions, and ensuring accuracy of technical and commercial documentation for decision-making.

Ensure full adherence to the standard tender playbook, contractual requirements, governance policies, and audit compliance in all procurement activities, including maintaining complete and accurate records.

Job Description

• Strategic Leadership & Governance
• Execute day-to-day procurement activities for medical equipment, including PR, RFQ, tender documentation, and PO processing.
• Ensure compliance with procurement policies, procedures, governance requirements, and audit standards.
• Support Senior Manager and Deputy Manager by providing accurate documentation and ensuring timely execution of tendering activities.
• Contribute to value-based procurement by ensuring accuracy, completeness, and consistency in all procurement documents.
• Tender & Contract Management
• Prepare and compile tender documents, consolidate vendor submissions, and coordinate technical clarifications with relevant stakeholders.
• Maintain contract records, service agreements, and documentation related to vendor compliance and performance.
• Assist in evaluating quotations and preparing commercial comparison sheets for tender decision-making.
• Conduct basic market research and price benchmarking to support tender preparation and sourcing activities.
• Supplier & Stakeholder Management
• Coordinate communications with vendors on quotations, document updates, product information, and administrative requirements.
• Liaise with internal stakeholders (biomedical, hospital operations, finance, TAC secretariat, category teams) to support procurement requests and ensure process alignment.
• Provide data, technical inputs (as per available information), and administrative support for hospital evaluations of medical equipment.
• Assist in supplier tracking activities and documentation related to vendor assessments.
• Financial & Cost Optimization
• Prepare cost comparison sheets, track procurement spending, and update savings trackers for reporting purposes.
• Support budget planning and the preparation of justification documents for procurement decisions.
• Monitor cost variances and assist in compiling financial summaries for management review.
• Ensure accuracy of pricing, contractual terms, and lifecycle cost information in all procurement documents.
• Process Improvement & Innovation
• Identify workflow gaps and escalate process issues within the procurement cycle for resolution.
• Support digitalisation initiatives, including Ariba tender management updates, data accuracy, and document standardisation.
• Assist in maintaining procurement templates, tools, and dashboards to improve operational efficiency.
• Participate in benchmarking and knowledge-sharing activities to enhance category performance.
• Leadership & Team Development
• Coordinate workflow with team members to ensure smooth documentation flow, timely submissions, and process compliance.
• Provide operational assistance during tender reviews, proposal compilation, and evaluation preparations.
• Support internal meetings by preparing summaries, follow-up actions, and required documentation.
• Maintain organised records and ensure all procurement files are audit-ready and compliant with governance standards.
• Reporting & Performance Monitoring
• Prepare and update routine procurement reports, dashboards, and tracking sheets for management review, ensuring accuracy and completeness of data.
• Monitor and track procurement KPIs including RFQ/tender progress, vendor submissions, contract status, and compliance documentation.
• Support reporting on savings, price benchmarking updates, and procurement timelines to assist category planning and budgeting cycles.
• Ensure all data, documents, and performance records remain audit-ready and aligned with annual procurement objectives.

Job Requirements

• Maximum Master in Business Administration/ Accountancy
• Minimum Degree in Bachelor in Social Science/Business Management/ Accountancy / Engineering/ Medical Related (where applicable)
• 3 years and above related working experience and exposure in a procurement environment and activities
• Good communication skills to coordinate effectively with vendors and internal stakeholders across hospitals, biomedical teams, finance, and category managers.
• Ability to analyse pricing, prepare comparison sheets, review quotations, and perform basic market research and benchmarking.
• Fundamental understanding of medical equipment categories, procurement processes, commercial terms, and documentation requirements.
• Working knowledge of procurement governance, tender playbook requirements, and compliance frameworks.
• Ability to support contract administration, including service agreement tracking, vendor performance documentation, and renewal preparation.
• Capable of gathering information, validating data, and supporting category teams with procurement insights and documentation accuracy.
• Strong attention to detail and commitment to accuracy in documentation and reporting.
• Self-driven, proactive, and able to manage multiple tasks with minimal supervision.
• Collaborative team player with a positive working attitude and willingness to support department objectives.
• Professional, confident, and able to communicate clearly with stakeholders at all levels.
• Organised, disciplined, and able to maintain proper records for audit and governance purposes.