Job Title: Pre-Qualification Administrator
Location: Kuala Lumpur, Malaysia

Job Purpose:

The Pre-Qualification Administrator will support pre-qualification administrative functions, reporting to the Pre-Qualification Coordinator(s). This role involves consolidating data, maintaining reports, updating supplier information in the pre-qualification system, and ensuring that the pre-qualification process for new suppliers is carried out efficiently. The administrator will also assist with auditing, coordinating with procurement specialists, and ensuring that necessary documentation is available for review by various departments.

Key Responsibilities:

• Support the Pre-Qualification Coordinator(s) in carrying out pre-qualification processes for new suppliers.

• Maintain and update supplier information within the pre-qualification system.

• File and archive suppliers’ pre-qualification information and ensure availability of all necessary documents.

• Process and analyze supplier data under the supervision of Pre-Qualification Coordinator(s), and upload these documents into SharePoint for prequalification rating and approval by various departments including technical, commercial, financial, HSE, quality, and compliance.

• Prepare and issue vendor vetting worksheets to ensure compliance with the vetting process for new suppliers.

• Organize and support monthly internal pre-qualification meetings, preparing relevant documents for the review of new suppliers.

• Assist in the issuance of supplier pre-qualification status reports on a monthly basis.

• Attend meetings with suppliers when required.

Requirements and Qualifications:

• Minimum of five years’ experience in an administrative role, preferably in procurement and supply chain.

• Proficiency in computer skills, including SharePoint, MS Word, and MS Excel for spreadsheet analysis.

• Strong communication skills with the ability to independently compose routine written communications.

• Ability to resolve routine problems and questions independently.

• Excellent attention to detail and strong organizational, planning, and time management skills.

• Ability to manage multiple tasks simultaneously and prioritize effectively.

• Fluent in written and spoken English and Mandarin or other Chinese dialects.