Position: Procurement Manager

Department: Procurement

Reports To: Management / Head of Department

Location: Cyberjaya, Selangor

1. Job Purpose

The Manager, Procurement is responsible for overseeing and managing the School's procurement function, ensuring that all purchasing activities are conducted efficiently, cost-effectively, transparently, and in accordance with the School's policies, financial controls, approval procedures, and governance requirements.

The role will provide strategic direction and operational leadership across sourcing, purchasing, supplier management, contract administration, cost control, procurement planning, and risk management. The Manager will work closely with Management and internal departments to ensure the timely availability of goods and services required for the effective and uninterrupted operation of the School.

The role will also lead continuous improvement initiatives to strengthen procurement processes, achieve value for money, manage supplier performance, and develop sustainable long-term supplier relationships.

2. Key Duties & Responsibilities

A. Procurement Management & Strategy

Develop and implement the School's procurement strategies, policies, procedures, and processes in alignment with organisational objectives.
Oversee the end-to-end procurement cycle, including sourcing, quotation and tender processes, supplier evaluation, negotiation, purchase orders, delivery, and contract management.
Establish effective procurement plans and priorities based on the operational requirements of the School.
Ensure procurement activities are conducted in a timely, efficient, transparent, and commercially responsible manner.
Review and improve procurement processes to enhance efficiency, cost effectiveness, service quality, and internal controls.
Provide professional procurement advice and recommendations to Management and internal stakeholders.
Ensure procurement activities support the School's operational requirements, projects, events, facilities, and day-to-day school operations.

B. Supplier & Vendor Management

Develop and maintain strong professional relationships with key suppliers, contractors, and service providers.
Identify, evaluate, and onboard suitable new suppliers in line with the School's requirements.
Lead supplier negotiations to secure competitive pricing, favourable commercial terms, quality, and service levels.
Monitor supplier performance against agreed pricing, specifications, delivery schedules, service standards, and contractual obligations.
Conduct regular supplier reviews and address performance concerns or service issues promptly.
Maintain an effective and reliable supplier base while identifying opportunities for supplier consolidation and improved purchasing efficiency.
Ensure supplier records, agreements, contracts, and relevant documentation are properly maintained and up to date.

C. Cost Management & Value for Money

Lead initiatives to achieve cost savings and maximise value for money across procurement activities.
Analyse procurement expenditure and identify opportunities for cost reduction, process improvement, and improved purchasing terms.
Monitor market trends, pricing movements, product availability, and supplier conditions to support informed purchasing decisions.
Conduct commercial evaluations and total-cost assessments when selecting suppliers and products.
Negotiate pricing, payment terms, warranties, service agreements, and other commercial conditions where appropriate.
Establish and monitor procurement budgets and spending against approved allocations.
Develop a culture of responsible spending and long-term procurement cost management.

D. Tendering, Contract & Commercial Management

Oversee quotation, tender, and supplier selection processes in accordance with School procedures and approval requirements.
Review and evaluate commercial proposals, quotations, and supplier submissions.
Lead or support contract negotiations and ensure that contractual terms are commercially appropriate and aligned with the School's interests.
Monitor the performance and validity of procurement contracts and service agreements.
Review existing contracts periodically and identify opportunities for renegotiation, renewal, consolidation, or improvement.
Ensure contractual obligations, renewal dates, pricing, and service levels are appropriately monitored.
Manage procurement-related risks arising from contracts, suppliers, pricing, delivery, and service continuity.

E. Procurement Governance & Compliance

Ensure all procurement activities comply with the School's procurement policies, financial procedures, delegated authority, and approval requirements.
Ensure appropriate quotations, approvals, supporting documents, purchase orders, delivery documentation, and invoices are properly maintained.
Monitor procurement practices to ensure transparency, accountability, fairness, and appropriate segregation of duties.
Establish and maintain appropriate procurement controls to minimise financial, operational, and supplier-related risks.
Support internal and external audits by ensuring procurement records and documentation are complete and readily available.
Identify potential procurement risks and implement appropriate mitigation and control measures.

F. Procurement Planning, Reporting & Analysis

Prepare regular procurement reports, expenditure analysis, supplier performance reports, and management updates.
Provide Management with accurate and timely information regarding procurement spending, outstanding purchases, contracts, supplier performance, and cost-saving initiatives.
Monitor procurement KPIs and develop appropriate performance measures for the procurement function.
Analyse purchasing data to identify trends, inefficiencies, potential risks, and opportunities for improvement.
Maintain accurate procurement records, databases, contracts, supplier information, and reporting systems.
Develop forecasts and procurement plans to support future operational and project requirements.

G. Team Leadership & Stakeholder Management

Lead, manage, and provide direction to the Procurement team to ensure effective day-to-day operations.
Allocate procurement responsibilities and monitor workloads, priorities, deadlines, and performance.
Coach and develop team members to strengthen procurement knowledge, commercial awareness, negotiation skills, and compliance.
Establish clear standards and expectations for procurement service delivery.
Work closely with Finance, Operations, Facilities, Academic and Non-Academic departments, and other internal stakeholders to understand and fulfil procurement requirements.
Promote effective communication and collaboration between Procurement and other departments.
Provide guidance to internal stakeholders on procurement procedures, supplier selection, quotations, specifications, and purchasing requirements.

H. Risk Management & Business Continuity

Identify, assess, and manage procurement and supply-chain risks that may affect the School's operations.
Develop appropriate contingency and mitigation strategies for critical goods, services, and suppliers.
Monitor potential changes in supplier pricing, availability, delivery capability, and market conditions.
Ensure appropriate alternative suppliers are identified for critical or high-risk procurement categories.
Support business continuity by ensuring essential goods and services can be sourced and delivered when required.

I. General Responsibilities

Manage urgent, high-volume, complex, and time-sensitive procurement requirements effectively.
Maintain a high level of professionalism, confidentiality, integrity, accuracy, and attention to detail.
Ensure procurement activities are conducted with sound commercial judgement and in the best interests of the School.
Keep up to date with relevant procurement practices, market developments, and commercial trends.
Perform any other procurement-related duties and responsibilities as assigned by Management.

3. Qualifications & Requirements

Bachelor's Degree in Procurement, Supply Chain Management, Business Administration, Finance, or a related field.
Professional qualification in procurement or supply chain management will be an added advantage.
Minimum 5 years of relevant experience in procurement, purchasing, supply chain, or a related function, with experience in a supervisory or managerial capacity.
Proven experience managing end-to-end procurement processes and supplier relationships.
Strong experience in negotiation, sourcing, contract management, cost control, and supplier performance management.
Good understanding of procurement policies, financial controls, governance, and approval procedures.
Strong commercial awareness with the ability to evaluate costs, pricing, risks, and value for money.
Strong analytical, decision-making, problem-solving, and organisational skills.
Excellent communication, negotiation, and interpersonal skills.
Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
Experience with ERP, purchasing, or procurement management systems.
Experience in the education sector or a large organisation will be an added advantage.
Able to lead a team and work effectively with stakeholders at different levels.
Able to manage multiple priorities and meet tight deadlines in a fast-paced environment.
High level of integrity, confidentiality, accountability, and attention to detail.

4. Key Competencies

Strategic Procurement Management
Procurement & Purchasing Management
Supplier Relationship Management
Contract & Commercial Management
Tender & Negotiation Management
Cost Management & Cost Saving
Procurement Governance & Compliance
Risk Management
Analytical & Problem-Solving Skills
Leadership & Team Management
Stakeholder Management
Communication & Interpersonal Skills
Decision-Making
Attention to Detail
Ability to Work Independently and as Part of a Team

5. Safeguarding

King Henry VIII College Malaysia is committed to the well-being of all the children in our care and to all acknowledged Safeguarding procedures. All staff are expected to understand their safeguarding responsibilities and comply with the School's safeguarding policies and procedures.

6. General Statement

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or the level of responsibility entailed.

The School is committed to equality, diversity, safeguarding, and promoting the welfare of children and young people and expects all staff to share this commitment. All appointments with the School will be subject to appropriate references, medical requirements, background checks, and other pre-employment checks, all of which must be satisfactory to the School.

Pay: From RM5,000.00 per month

Benefits:

Free parking
Maternity leave
Meal provided
Opportunities for promotion
Parental leave
Professional development

Application Question(s):

What is your expected salary?
Please state your notice period

Education:

Bachelor's (Preferred)

Experience:

Supply chain management: 4 years (Preferred)
Procurement: 4 years (Preferred)

Work Location: In person

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