JOB DESCRIPTION

Position: Assistant Purchasing (Non-Executive)

Department: Purchasing / Procurement
Reporting To: Purchasing Executive / Assistant Purchasing Manager
Employment Level: Non-Executive
Industry: Food Manufacturing – Traditional Herbs, Health Supplements & Goat Milk Products

Working Hours & Location

Working Hours:

Monday to Saturday: 9:00 AM – 5:30 PM
Saturday: 9:00 AM – 1:00 PM (if applicable according to company schedule)
Working hours may be subject to change based on operational requirements and company policy.

Work Location:
OB Holdings Berhad / Orient Biotech Sdn. Bhd.
Serendah Factory, Rawang, Selangor

The position may occasionally be required to travel to other company locations, suppliers or related premises when necessary for work purposes.

JOB PURPOSE

To provide administrative and operational support to the Purchasing Department in ensuring the timely procurement of raw materials, herbs, ingredients, packaging materials, consumables, and other supplies required for smooth production operations.

The position is responsible for maintaining accurate purchasing records, coordinating with suppliers and internal departments, monitoring deliveries, and supporting purchasing activities in accordance with company procedures and GMP, HACCP, Halal, food safety and quality requirements.

KEY RESPONSIBILITIES

A. Purchasing & Procurement Support

Assist the Purchasing Executive in preparing and processing Purchase Orders (POs).
Obtain quotations and price information from approved suppliers when required.
Assist in comparing supplier prices, specifications, lead time and availability.
Follow up with suppliers on order status, delivery schedules and outstanding orders.
Coordinate with suppliers regarding changes in quantity, specifications or delivery dates.
Assist in sourcing alternative suppliers when requested.
Ensure purchases are made from approved suppliers in accordance with company procedures.

B. Raw Materials & Ingredients

Assist in purchasing and monitoring supplies of:
Traditional herbs and herbal ingredients
Vitamins, minerals and health supplement ingredients
Goat milk / milk powder and dairy-related ingredients
Food ingredients and additives
Processing aids and production consumables
Check purchasing requirements against approved specifications and requested quantities.
Coordinate with QA/QC and Production where required to ensure materials meet specifications.

C. Packaging & Production Materials

Assist in purchasing bottles, containers, sachets, pouches, labels, cartons, caps, seals and other packaging materials.
Monitor packaging material availability and follow up on deliveries to avoid production interruptions.

D. Supplier & Delivery Coordination

Communicate with suppliers regarding order confirmations, delivery dates and documentation.
Follow up on delayed, incomplete or incorrect deliveries.
Coordinate with Store/Warehouse on incoming materials and delivery arrangements.
Report discrepancies such as incorrect quantities, damaged materials or wrong items to the Purchasing Executive.

E. Documentation & Record Keeping

Maintain proper filing of POs, quotations, DOs, invoices and supplier documents.
Update purchasing records and supplier information accurately.
Assist in preparing purchasing reports and outstanding PO lists.

F. Inventory & Production Support

Monitor purchasing requirements based on stock levels and production requirements.
Follow up on materials approaching minimum stock levels.
Assist in identifying potential shortages and inform the Purchasing Executive promptly.
Coordinate with Production, Warehouse, QA/QC and Finance to ensure smooth material flow.

G. Quality, Food Safety & Compliance

Ensure purchasing activities comply with company procedures and food safety requirements.
Assist in obtaining supplier documents such as Halal certificates, COA, product specifications and food safety certificates.
Escalate supplier quality or documentation issues to the Purchasing Executive and QA/QC Department.

H. General Administrative Duties

Perform administrative duties related to the Purchasing Department.
Assist in preparing purchasing reports and data.
Maintain confidentiality of supplier pricing and purchasing information.
Perform other duties assigned by the superior from time to time.

JOB REQUIREMENTS

Education:

Minimum SPM / Certificate / Diploma in Purchasing, Supply Chain, Business Administration, Logistics or related field.

Experience:

Preferably 1–2 years of experience in purchasing, procurement, administration or related field.
Experience in food manufacturing, health supplements, herbs, dairy or FMCG is an added advantage.
Fresh graduates may be considered.

Skills & Competencies:

Basic knowledge of purchasing and procurement processes.
Good communication, coordination and follow-up skills.
Basic Microsoft Office and Excel skills.
Good attention to detail and record-keeping ability.
Responsible, organised and proactive.
Able to work independently and as part of a team.
Able to work in a fast-paced manufacturing environment.

KEY PERFORMANCE INDICATORS (KPIs)

Timely processing of Purchase Orders.
Accuracy of purchasing documentation.
Timely supplier follow-up and delivery coordination.
Minimisation of material shortages affecting production.
Compliance with approved supplier requirements.
Accuracy of purchasing data and reports.
Proper maintenance of supplier documentation.
Effective coordination with internal departments.

REPORTING & WORKING RELATIONSHIPS

Reports To: Purchasing Executive / Purchasing Manager

Internal: Production, Warehouse/Store, QA/QC, Finance, R&D, Sales/Planning and Management.

External: Suppliers, vendors, service providers and logistics companies.

AUTHORITY & RESPONSIBILITY

The Assistant Purchasing does not have independent authority to approve purchases or commit the company to supplier contracts unless specifically authorised.

The position is responsible for ensuring that purchasing administration, documentation, supplier follow-up and coordination are completed accurately and on time.

Pay: RM1,700.00 - RM2,000.00 per month

Benefits:

Free parking
Maternity leave
Opportunities for promotion

Work Location: In person

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