Contract & Procurement Assistant

Contract & Procurement Assistant

Posted On: February 20, 2025
Location: Kuala Lumpur
Job Function: Contracts & Procurement
Employment Type: Contract

The Contract & Procurement (C&P) Assistant role will be responsible for handling administrative tasks, assisting in procurement processes, and ensuring compliance with company policies and regulatory requirements. The ideal candidate should have strong organizational skills, attention to detail, and a proactive approach to supporting procurement activities.

KEY ACCOUNTABILITIES

1. Administrative Support
   • Manage administrative tasks for the C&P Department, ensuring smooth daily operations.
   • Maintain accurate records of contracts, amendments, and procurement documentation in an organized filing system.
   • Assist in preparing and routing finalized procedural documents in accordance with our contracts & procurement procedures for approval.
2. Contract & Procurement Management
   • Process Purchase Requisitions (PRs), ensuring proper completion by Budget Owners before routing for reviews and approvals.
   • Assist in identifying and selecting suppliers, evaluating bid submissions, and preparing award documents such as purchase orders.
   • Support the procurement process from requisition to delivery, ensuring timely and accurate execution.
3. Documentation and Reporting
   • Prepare and present procurement activity reports for management review.
   • Assist the Tender Committee Secretary by preparing and distributing relevant C&P documentation, recording proceedings, and maintaining accurate meeting minutes.
   • Finalize document formatting and initiate the approval process for procurement-related documents.
4. Continuous Improvement
   • Identify opportunities for process improvement in procurement and contract management, driving initiatives to streamline workflows, reduce costs, and improve overall efficiency.
   • Stay informed on industry trends, regulations, and best practices, ensuring the company’s procurement strategies remain competitive and compliant.

REQUIREMENTS AND QUALIFICATIONS

• University degree with a focus on a technical discipline, though a diploma in a business-related field or an internationally recognized qualification in quantity surveying and/or cost control is also acceptable.
• Minimum 2 years of experience in procurement, contract administration, or related roles, preferably in the oil & gas or energy sector.
• Understanding of procurement processes and contract documentation.
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with procurement or ERP systems (e.g., SAP, Oracle).
• Strong organizational and multitasking skills, with the ability to manage multiple priorities.
• Excellent communication and coordination skills, with the ability to interact effectively with internal and external stakeholders.

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