Procurement Executive - Pasir Gudang
Johor Port Berhad Pasir Gudang Full-time
Possess Degree in Business Administration, Accounting, Engineering or equivalent.
- Have minimum of 2 years working experience in procurement or any related field.
- Have strong communication skills.
- Assisting the Procurement function of Tender, Quotation, and Central Store activities and other Procurement related tasks of TBP
- Assist in monitoring and updating the procurement plan to ensure timely execution by User Departmentsin accordance with the approved budget timeline.
- Support the adherence to completing the tendering cycle within six (6) months from issuance to award, in compliance with JPB Procurement Policy and ISO requirements
- Assist in ensuring the quotation cycle (including through the MIMS system) is completed within three (3) months, in line with procurement policies and ISO standards.
- Coordinate pre-issuance meetings with User and Finance Departments to ensure tender specifications and requirements are complete and verified by the relevant Committee.
- Assist in preparing tender/quotation documents, evaluation criteria, and prospective tenderer lists, ensuring all have been vetted and reviewed by relevant parties before submission to the CEO for approval.
- Verify vendor listings to ensure only qualified and registered vendors are invited to participate in ITT/ITQ/RFQ exercises and liaise with publishers for local newspaper advertisements(if applicable).
- Prepare and manage the issuance of ITT/ITQ/RFQ, schedule briefings and site visits (if required), and handle all related correspondence (e.g., Addendum, Questionnaires, Extension Notices), ensuring timely delivery to all invited participants.
- Ensure the timely closing and opening of tenders/quotations, verify submission completeness, and prepare the Tender/Quotation Opening Compilation Summary for evaluation by User and Finance Departments.
- Assist in scheduling Technical Clarification and Commercial Negotiation Meetings, issue meeting notices, compile technical ratings, and prepare commercial summaries to support evaluation processes.
- Prepare meeting minutes for Technical and/or Commercial Negotiation Meetings within one (1) working day for Committee sign-off.
- Monitor the submission of Technical and Commercial Evaluation Reports to ensure completeness, proper approval, and timely submission, including sending reminders to relevant parties.
- Draft covering letters, evaluation reports, and Evaluation & Recommendation Reports (ARP, EXCO, or BOD level), ensuring all required information is complete for submission to the approving authority.
- For Quotation Evaluations, consolidate technical and commercial scores, finalize the Tech-Comm Evaluation Report, and submit to the User Department for finalization and circulation.
- Prepare the Letter of Award (LA) upon approval of Evaluation & Recommendation Reports, ensuring all key terms are included and vetted by the User and Legal Departments prior to final submission.
- Generate Purchase Orders (PO) in the MIMS system and email them to successful bidders.
- Ensure returned LAs from successful tenderers are received and processed, notify unsuccessful tenderers (including returning deposits, if applicable), and distribute signed LAs to Users and PICs for vendor evaluation.
- Support special tasks or assignmentsrelated to MMC Group Procurement as required
- Update the Monthly Tender Report for submission to JPB's Management Committee Meeting (MCM).
- Maintain and monitor individual KPI reports monthly for year-end performance appraisal by immediate supervisors.
- Perform any ad-hoc tasks assigned by the Head of Department or Management that support overall departmental performance.
- Annual Leaves
- EPF
- SOCSO
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