Role and Key Responsibilities

Procurement Operation

• Manage end-to-end procurement processes in full compliance with the university’s policies and procedures.
• Handle a wide range of procurement activities, including the sourcing and purchasing of goods, services, and facility-related projects such as maintenance and renovation.
• Prepare and review procurement documents including purchase proposals, requisitions, RFQs, tender evaluations, contracts, FATs, and PCFs.
• Support procurement planning and contribute to cost optimization and process improvement initiatives.

Interdepartmental Coordination and Support

• Communicate with various departments/schools to understand their procurement needs and provide timely and professional support.
• Offer guidance and training to departmental procurement representatives to ensure alignment with procurement policies and procedures.

Supplier and Market Management

• Assist in the selection, evaluation, and negotiation of vendors to ensure product/service/project quality, delivery timeliness, and value for money.
• Conduct supplier performance reviews and maintain effective working relationships.
• Perform market research, supplier analysis, and cost benchmarking to support procurement decisions.

Site Coordination and Project Support

• Participate in the on-site management of construction, renovation, and maintenance projects.
• Coordinate with contractors, suppliers, and relevant internal teams to ensure project progress, safety, and compliance with contract terms.
• Monitor on-site work schedules, resolve issues as they arise, and help ensure projects are completed on time and within budget.

Compliance, Documentation, and Reporting

• Maintain accurate and complete procurement records for audit and reporting purposes.
• Support internal audits, compliance checks, and the preparation of procurement reports as required.

Teamwork and Other Duties

• Work collaboratively with team members, sharing responsibilities and providing coverage during peak workloads or staff absences.
• Perform other related duties as assigned by the supervisor.

Requirements / Qualifications

• Bachelor’s degree or above in Procurement, Business, Engineering, or related fields.
• At least 2 years of procurement experience, preferably with exposure to construction or facility projects.
• Familiar with procurement procedures, tendering, and vendor management.
• Strong organizational and communication skills; able to handle multiple tasks under pressure.
• Proficient in MS Office; experience with ERP or procurement systems is a plus.
• Basic knowledge of construction or engineering terms is preferred.
• Mandarin proficiency and CAD skills are advantages.
• Detail-oriented, proactive, and a good team player.

Interested candidates are encouraged to submit their applications online via “Apply Here” or email their CV, along with copies of academic transcripts and supporting documents, to recruit.admin@xmu.edu.my.

We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.