Job Responsibilitya. To oversee and manage Associate II or Associate III
b. To assist Head of Procurement Operation Unit and the Portfolio Manager on the procurement activities to achieve the procurement units / section goals and KPIs.
c. To assist Head of Procurement Operation Unit and the Portfolio Manager to process the overall Procurement activities under the Procurement Operation is carried out accordingly i.e. based on manuals and procedures, well process, more on customers focus
d. Prepare quotation and/or tender documents as required and ensure all procurement processes from quotation/tender stage until issuance of contract documents are carried out efficiently.
e. To LIVE and PROMOTE the Company CORE VALUES and to act as an example to the entire team.
f. To complete other tasks as requested by the Management from time to time.
KEY DUTIES AND RESPONSIBILITIES
1. PROCUREMENT PLANNING AND EXECUTION
a. To execute all procurement activities are conducted based on the approved Annual Procurement Plan (APP) / Biennium Procurement Plan (BPP) and to provide feedback to superior on any delays or issues encountered.
b. To assist superiors to resolve issues between Procurement Department (PD) and the Originating Department (OD) related to procurement operations during the execution stage.
c. Assist Portfolio Manager to carry out procurement process diligently in order to achieve targeted deadlines.
2. REQUEST FOR QUOTATION (RFQ) PROCESS, EVALUATION AND AWARD
a. To prepare, compile and ensure completeness of the Negotiation document.
b. To issue Negotiation
c. Follow up on any issues during the Negotiation process including clarifications to Supplier / Service Provider / Contractor
d. Prepare Evaluation Report including cost comparison analysis.
e. To follow up on evaluation report until approval granted by respective HOD and Approving Authority (AA).
f. Prepare Purchase Order and arrange for signing from the Authorize Signatory (AS) prior to issuance to the Supplier / Service Provider / Contractor.
3. TENDER, EVALUATION AND AWARD
a. Preparation and compilation of tender document prior to release out to Supplier / Service Provider /Contractor.
b. To draft and review tender advertisement, prepare list of tenderers and Letter for Invitation.
c. Follow up on any issues during the tender process including clarifications to suppliers.
d. To attend site visits if required and assist in conducting tender briefing.
e. To liaise with Procurement Office Management Unit for selling of tender documents.
f. Review tender estimates and obtain approval from Procurement Operation Section Head prior to forwarding to Office Management Unit (if necessary).
g. To prepare memo to Tender Evaluation Committee (TEC) and forward all tender documents for evaluation purposes.
h. Attend TEC meeting whenever required by Head of Unit (HOU) or Head of Section (HOS) as a
supporting member.
i. To assist Portfolio Manager on preparation of Tender Evaluation Report (TER).
j. Attend MPC meeting if required as supporting member.
k. To follow up approval of award from Approving Authority after the Management Procurement Committee (MPC).
l. To prepare Letter of Award (LA) or Contract before seeking for approval from the Authorize
Signatory (AS).
m. To update List of Letter of Award (LA) or Contract in the relevant format share folder.
n. Upload and update Letter of Award (LA) or Contract and other related documents in the Enterprise Resource Planning System (ERP) i.e.TAMS and other operating system used by the Company.
4. PRE-QUALIFICATION, EVALUATION AND AWARD
a. Preparation and compilation of pre-qualification document prior to release out to Supplier / Service Provider / Contractor.
b. To draft and review pre-qualification advertisement, prepare list of participant and Letter for
Invitation.
c. Follow up on any issues during the pre-qualification process including clarifications to suppliers.
d. To attend site visits if required and assist in conducting pre-qualification briefing.
e. To liaise with Procurement Office Management Unit for selling of pre-qualification documents (if required).
f. To prepare memo to Pre-Qualification Evaluation Team and Jawatankuasa Panel Kontraktor (JPK) and forward all tender documents for evaluation purposes.
g. Attend JPK meeting whenever required by Head of Unit (HOU) or Head of Section (HOS) as a
supporting member.
h. Attend MPC meeting if required as supporting member.
i. To follow up approval of award from Approving Authority after the Management Procurement Committee (MPC).
j. To prepare Letter of Appointment (LA) or Contract before seeking for approval from the Authorize Signatory (AS).
k. To update List of Letter of Appointment (LA) or Contract in the relevant format share folder.
l. To execute the balloting process of award whenever is necessary.
m. Upload and update LA, Contracts and other related documents in Enterprise Resource Planning System (ERP) i.e. TAMS and other operating system used by the Company
5. COMPILATION OF CONTRACT DOCUMENT (CD)
a. Draft Contract Document (CD) and obtain feedback from Originating Department (OD) and Legal Department's clearance before finalization.
b. Liaise with Originating Department (OD) / Contract Administrator (CA) for initializing the CD.
c. Prepare draft of Letter of Award (LA) and tender 'checklist form' for contract signing purposes.
d. Coordinate issuance of LA with the Supplier/Vendor/Contractor once internal approval is received
6. POST AWARD MATTERS
a. Advising the advice rate papers submitted by the Originating Department (OD).
b. Assist Portfolio Manager to review and comments the MPC paper for Variation Order (VO) submitted by the Originating Department (OD) before submitting to the secretariat of MPC.
c. Assist Portfolio Manager to review and comments the MPC paper for Termination of vendor
submitted by the Originating Department (OD) before submitting to the secretariat of MPC.
d. Update Extension of Time (EOT), Variation Order (VO), Rationalization, Addendum, Change of Buyer / Requester and any other related post award matters in the Enterprise Resource Planning System (ERP) - TAMS
e. Update the Closing Contract managed by the Originating Department (OD).
7. OTHER TASKS
a. Handle other necessary tasks when instructed by superior or Management eg, prepare cost
estimates, presentation slides, internal memo etc.
b. Responsible for preparation of purchase orders in the system.
c. Continuously update tender / quotation database in shared folder for internal section's monitoring purpose.
d. Keep relevant hard / soft copy of all documents related to tender / quotation process and file as necessary. Ensure documents are able to be retrieved effectively when required.
e. Assist Portfolio Manager to conduct internal learning audit as requested by Management and prepare report findings for Head of Department's reference.
f. To keep a record/ update file of all activities performed i.e., tender or pre-qualification process, contract extension/renewals, procurement reports, etc. as per required by Procurement Department/Section KPI.
g. To actively participate in activities required by department i.e., process improvement, KPI strategies, group discussion/ training when deemed required
Job RequirementsJob Benifits
