Job Description

JOB SUMMARY:

The Procurement Executive is responsible for sourcing, purchasing, and managing the procurement of raw materials, packaging materials, equipment, and services required for production and operations. This role ensures timely delivery of quality materials at competitive prices while maintaining strong supplier relationships and compliance with company policies and regulatory requirements.

KEY RESPONSIBILITIES:

Procurement & Sourcing:

Source and procure raw materials, packaging materials, equipment, spare parts, and services as per approved specifications

Identify and evaluate potential suppliers based on quality, price, delivery capability, and reliability

Conduct market research to stay updated on pricing trends, new suppliers, and product availability

Negotiate terms, pricing, and contracts with suppliers to achieve cost savings and favourable terms

Issue purchase orders (POs) and ensure accuracy of order details, quantities, and delivery schedules

Monitor and expedite orders to ensure on-time delivery and prevent stock shortages

Supplier Management:

Develop and maintain strong relationships with existing and potential suppliers

Conduct supplier performance evaluations and maintain supplier scorecards

Coordinate supplier audits and qualification processes with Quality Assurance team

Address supplier issues, complaints, and non-conformances promptly

Maintain updated supplier database and approved vendor lists

Negotiate payment terms and manage supplier contracts and agreements

Inventory & Material Planning:

Collaborate with production and warehouse teams to forecast material requirements

Monitor stock levels and reorder points to prevent shortages or overstocking

Plan and coordinate material deliveries based on production schedules

Track lead times and manage buffer stock for critical materials

Optimize inventory levels to balance cost efficiency and operational needs

Cost Management & Savings:

Identify opportunities for cost reduction and process improvements

Analyze spending patterns and recommend cost-saving initiatives

Benchmark pricing and negotiate better rates with suppliers

Implement strategies to reduce procurement costs without compromising quality

Track and report cost savings achieved through procurement activities

Documentation & Compliance:

Maintain accurate procurement records, purchase orders, and contracts

Ensure all procurement activities comply with company policies and procedures

Verify supplier documentation including certificates of analysis (COA), material safety data sheets (MSDS), and halal certificates

Ensure compliance with GMP, regulatory requirements, and industry standards

Maintain proper filing and documentation for audit purposes

Process and verify invoices for payment approval

Quality Assurance:

Coordinate with Quality Assurance department on material specifications and approvals

Ensure all purchased materials meet quality standards and specifications

Follow up on material testing, sampling, and approval processes

Address quality issues and coordinate returns, replacements, or credit notes

Maintain traceability of materials from procurement to receipt

Cross-Functional Collaboration:

Work closely with production, quality, finance, and warehouse teams

Participate in new product development and qualification of new materials

Coordinate with finance department on payment schedules and budget management

Support operations by ensuring seamless material flow and availability

Communicate procurement updates and potential delays to relevant stakeholders

Reporting & Analysis:

Prepare procurement reports including purchase orders, spending analysis, and supplier performance

Track and report key performance indicators (KPIs) such as cost savings, on-time delivery, and supplier quality

Analyze procurement data to identify trends and improvement opportunities

Provide regular updates to management on procurement activities and challenges

System & Process Management:

Utilize ERP or procurement systems for purchase order creation and tracking

Maintain accurate data entry and system records

Participate in system improvements and implementation of new procurement tools

Ensure proper workflow and approval processes are followed

Job Type: Full-time

Pay: RM1,700.00 - RM3,000.00 per month

Work Location: In person