Air Selangor Hiring! Full Time Associate II, Project, PCW, Procurement Department in Federal Territory - Ricebowl

JOB SUMMARY

• To assist Assistant Vice President II of the Procurement Operation Unit on the procurement activities to achieve the procurement unit’s goals and KPIs.
• To ensure procurement tasks are well processed and in compliance with the Company standard policy and procedure as stated in the Procurement Manual.
• 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.
• Timely coordination, facilitation and implementation of procurement activities based on approved Annual Procurement Plan (APP).
• To LIVE and PROMOTE the Company CORE VALUES and to act as an example to the entire team.
• To complete other tasks as requested by the Management from time to time.
• To execute all tasks diligently in compliance with the approved policies, procedures and processes of the Company.

KEY DUTIES AND RESPONSIBILITIES

PROCUREMENT PLANNING AND EXECUTION

• 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.
• To assist superiors to resolve issues between Procurement Department (PD) and the Originating Department (OD) related to procurement operations during the execution stage.
• Assist Portfolio Manager to carry out procurement process diligently in order to achieve targeted deadlines.

REQUEST FOR QUOTATION (RFQ) PROCESS, EVALUATION AND AWARD

• To prepare, compile and ensure completeness of the Negotiation document.
• To issue Negotiation /RFQ
• Follow up on any issues during the Negotiation process including clarifications to Supplier / Service Provider / Contractor
• Prepare Evaluation Report including cost comparison analysis.
• To follow up on evaluation report until approval granted by respective HOD and Approving Authority (AA).
• Prepare Purchase Order and arrange for signing from the Authorize Signatory (AS) prior to issuance to the Supplier / Service Provider / Contractor.

TENDER, EVALUATION AND AWARD

• Preparation and compilation of tender document prior to release out to Supplier / Service Provider / Contractor.
• To draft and review tender advertisement, prepare list of tenderers and Letter for Invitation.
• Follow up on any issues during the tender process including clarifications to suppliers.
• To attend site visits if required and assist in conducting tender briefing.
• To liaise with Procurement Office Management Unit for selling of tender documents.
• Review tender estimate and obtain approval from Procurement Operation Section Head prior to forwarding to Office Management Unit (if necessary).
• To prepare memo to Tender Evaluation Committee (TEC) and forward all tender documents for evaluation purposes.
• Attend TEC meeting whenever required by Head of Unit (HOU) or Head of Section (HOS) as a supporting member.
• To follow up approval of award from Approving Authority after the Management Procurement Committee (MPC).
• To prepare Letter of Award (LA) or Contract before seeking for approval from the Authorize Signatory (AS).
• To update List of Letter of Award (LA) or Contract in the relevant format share folder.
• 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.

COMPILATION OF CONTRACT DOCUMENT (CD)

• Draft Contract Document (CD) and obtain feedback from Originating Department (OD) and Legal Department’s clearance before finalization.
• Liaise with Originating Department (OD) / Contract Administrator (CA) for initializing the CD.
• Prepare draft of Letter of Award (LA) and tender ‘checklist form’ for contract signing purposes.
• Coordinate issuance of LA with the Supplier/Vendor/Contractor once internal approval is received.

POST AWARD MATTERS

• Advising the advice rate papers submitted by the Originating Department (OD).
• 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.
• 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) i.e. TAMS and other operating system used by the Company.
• Update the Closing Contract managed by the Originating Department (OD).

PRE-QUALIFICATION, EVALUATION AND AWARD (Contract below RM5Mil)

• Preparation and compilation of pre-qualification document prior to release out to Supplier / Service Provider / Contractor.
• To draft and review pre-qualification advertisement, prepare list of participant and Letter for Invitation.
• Follow up on any issues during the pre-qualification process including clarifications to suppliers.
• To attend site visits if required and assist in conducting pre-qualification briefing.
• To liaise with Procurement Office Management Unit for selling of pre-qualification documents (if required).
• To prepare memo to Pre-Qualification Evaluation Team and Jawatankuasa Panel Kontraktor (JPK) and forward all tender documents for evaluation purposes.
• Attend JPK meeting whenever required by Head of Unit (HOU) or Head of Section (HOS) as a supporting member.
• Attend MPC meeting if required as supporting member.
• To follow up approval of award from Approving Authority after the Management Procurement Committee (MPC).
• To prepare Letter of Appointment (LA) or Contract before seeking for approval from the Authorize Signatory (AS).
• To update List of Letter of Appointment (LA) or Contract in the relevant format share folder.
• To execute the balloting process of award whenever is necessary.
• 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.
• Assist Portfolio Manager / Associate I to update and follow-up matters (if necessary) on the completion of works, Contract’s expiry and closing of Contracts managed by Contract Administrator/ Contract Administrator’s Representative.
• To update team members on any Contracts that are due for expiry and/or renewals.

Minimum Qualifications

• Degree holder in Quantity Surveyor, Engineering, BIM, BA or equivalent. Internationally recognized Procurement certification highly sought.
• Experience : Minimum 5 years of related procurement / purchasing experience
• Knowledge : Have knowledge and experience in procurement / purchasing. Experience in procurement for water related operations will be an added advantage.