Procurement Administrative Executive

Key Responsibilities

• Manage the end-to-end procurement process including sourcing, requesting quotations, price comparison and purchase order issuance.
• Liaise with suppliers and vendors on pricing, product availability, delivery schedules and contract terms.
• Ensure timely procurement of medical supplies, pharmaceuticals, equipment and general consumables for clinics and departments.
• Monitor stock levels and coordinate replenishment to prevent shortages or overstocking.
• Track and follow up on delivery status to ensure on-time receipt of goods.
• Verify invoices against purchase orders and delivery orders before submission for payment processing.
• Maintain proper documentation and records of procurement transactions.

• Source and evaluate new suppliers to ensure quality and cost effectiveness.
• Maintain strong working relationships with existing vendors.
• Assist in contract negotiation and renewal with suppliers where required.
• Monitor supplier performance in terms of pricing, quality and delivery timelines.

• Assist in inventory tracking and stock take exercises.
• Maintain accurate records of inventory movement and usage.
• Coordinate with clinic teams on stock requirements and usage trends.
• Ensure proper storage and labelling of supplies in accordance with healthcare standards.

• Prepare procurement reports and cost analysis when required.
• Maintain updated procurement database and vendor list.
• Support general administrative duties within the operations department.
• Ensure compliance with company procurement policies and healthcare regulatory requirements.

• Diploma in any discipline.
• Minimum 1–2 years of procurement or administrative experience, preferably in healthcare industry.
• Proficient in Microsoft Office applications (Excel, Word).
• Strong organisational and coordination skills.
• Good communication and interpersonal skills.
• Ability to work independently and manage multiple tasks efficiently.
• Familiarity with inventory management systems or ERP software.
• Knowledge of healthcare compliance standards will be an added advantage.