Assistant Manager (Governance & Operations Sector)

Job Responsibility

Job Purpose

Procurement officers are responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.

Key Responsibilities

• Competitive Bidding and Negotiation Exercise
• Conduct procurement exercise (bid solicitation), prepare evaluation reports (bid analysis), procurement paper and act as a focal point on Procurement contract documentation.
• Monitor and verify Competitive Bidding exercise which covers Competitive Bidding Invitation and Document; Competitive Bidding Briefing, Advertisement and Competitive Bidding submission opening.
• Verify and validate the Technical and Commercial Evaluation report.
• Conduct Techno-com Evaluation Meeting and present recommendation to committee for decision.
• Prepare and present of Competitive Bidding / Direct Negotiation approval papers to Approving Authority in accordance with Authority Limit.
• Prepare and issue Letter of Intent (LOI) and Letter of Acceptance to successful bidder.
• Conduct and coordinate and involve in negotiation when necessary / applicable.
• Attend and present the proposal papers to the Approving Authority meeting when required / applicable.
• Assist Head of Department in realizing purchase cost reduction.
• Attend cross division discussion / planning / meeting as and when required.
• Contract documentation and execution
• Coordinate the procurement contracts documents review with user, Finance, Legal and vendor(s).
• Administer routine correspondence, memoranda and contract documentation to ensure timely and coordinated submittal.
• Analyzes contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies and business unit procedure.
• Communicates contract policy and practice to internal business teams.
• Ensures the contract review, approval and execution in accordance with corporate and / or business unit guidelines.
• Prepare, organize and maintain contract records and files documenting contract performance and compliance.
• Processing of contractor’s Bank Guarantee (BG)
• Review and ensure the terms and conditions of the Bank Guarantee (BG) submitted by vendor / contractor follows MIMOS format upon submission to Finance Dept. for signature.
• Prepare document to release BG upon confirmation from user and PO Admin.
• Request user to evaluate the respective vendor on the BG with regards to the related PO / LOA.
• Visit vendor premise and activities (when required).
• Monitor and ensure the discharge of Bank Guarantee (BG) in accordance with the procedures.
• Periodic report on Procurement Exercises
• Prepare quarterly Competitive Bidding and Direct Negotiation reports to MIMOS Board.
• Ensure the update of all procurement exercises details in Master Report on a timely basis.
• Prepare relevant report when requested by Department, Division and Approving Authority such as MPPC and / or Sebutharga.
• Vendor Evaluation / Vendor Visit
• Visit to vendor premises and produce report based on selective or ad hoc basis e.g. e.g. vendor with issues.
• Visit registered vendor when issuing Letter of Acceptance (LOA) (when required).
• Visit and evaluate vendor to release Bank Guarantee (BG)
• Maintenance and Administration of Dept. record and filing system.
• Maintain and administer dept. record and filing system for efficient and effective ID, retrieval and archiving.
• Ensure availability and tracking of files and documents (including achieved files) for prompt retrieval of information for any purposes, including audit review by Internal Audit.
• Bid opening exercise.

Attend, witness and verify the bid opening exercise process and documents.

Qualifications

Job Requirements

Relevant Work Experience

Competencies / Skills

Procurement Officer Responsibilities

Technical / Functional Skills

Soft Skills

Job Benefits

Why Join Us

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