Associate Iii

**JOB SUMMARY** Responsible to assist Head of ERPU to coordinate procurement activities within Water Quality (WQ) Department that related to procurement management, contract or framework agreement management, departmental budget, and asset management. Responsible to assist Head of ERPU to ensure efficient coordination of various departmental budget that under functional head of WQ Department as well as maintain accurate information of financial status of the cost centre for designated department. **KEY DUTIES AND RESPONSIBILITIES** **Procurement Management** - Processing of payment _ - To process the contractor's claim within the given time frame. - To check invoice submission by supplier/contractor to ensure claim based on completed work. - To liaise with Contractor if the submission is not in order and request for resubmission. - To perform delivery check via the Good Receipt in through TAMS upon accepting the invoice. - To verify claim for payment for framework agreement in the i-Claim system. - To prepare AIS 66 form that calculate the total certified amount for each interim payment. - To submit hardcopy of all related documents i.e., IRU form, Letter of Award, insurance policy, performance bond, certified invoice, certified bill of quantity, AIS 66 form, etc. - To process Direct Purchase payment for work without PO i.e. Payment for Jabatan Kimia Malaysia. - To monitor payment status after claim submission has been submitted to Finance & Strategy Department (FSD). **Departmental Budget** - Yearly budget preparation, OPEX and CAPEX_ - To assist in preparation of annual Budget OPEX & CAPEX for the Section. - To assist to check and compile Budget OPEX and CAPEX for the Department. - To prepare annual section budget and compilation of budget for Dept. for submission to FSD. - OPEX and CAPEX budget monitoring_ - To prepare monthly progress report for purchasing activity - To prepare monthly progress report for contract > RM500k until the contract closed. - To prepare OPEX monthly report (Accrual) to FSD. - To monitor on the utilization of budget OPEX and prepare budget variance monthly report for submission to FSD and to the respective Section for necessary action. - To monitor progress of CAPEX works and utilization of budget CAPEX to ensure expenses within budget. **Contract Management** - To update list and status of contract/framework agreement within the Dept._ - To manage term of contract during Kick Off Meeting and progress meeting between respective requesting section and contractor if necessary.and reported to HOS from time to time. - To assist follow up status of performance bond status and related insurance with the Contractor once contract awarded. - To prepare Memo & Letters for liaising with internal & external parties with regards to Procurement activities from time to time. - To monitor the progress of the contract from the commencement date until the contract closed. **Asset Management** - To facilitate department’s WAMS activities. - To update list of current and new assets within Dept i.e.mobile lab, lab equipment, sampling stations, surveillance equipment etc. - Monitoring status of asset within Dept., whether in good working condition, calibrated, serviced or obsolete. - Assist to advice Operational Services Department (OSD) for asset replacement, when necessary. **Miscellaneous** - Responsible to assist the ERP Coordinator (supporting team) during crisis of water shortage. - Any other task as directed from time to time by Head of Section/Dept **PERSON SPECIFICATION** **Minimum Qualifications**:Degree in Science / Engineering or equivalent **Experience**:Preferably with 1 - 2 years’ experience in the related field. **Knowledge**: - Have Direct or Indirect Procurement Experience including Pre & Post Contract matters - Have experience in Contract Monitoring - Have experience in Budget Monitoring and Financial Reporting - Familiar with Asset Management and asset monitoring **Skills (professional, technical, managerial, practical)**: - Hands-On experience with TAMS or Oracle and WAMS is preferred - Excellent in Microsoft Excel, Microsoft Power Point and Microsoft Word **Abilities**: - Able to critically review Tender requirements and challenge unnecessary requirements. - Able to effectively communicate in BM, including reading and writing - Able to communicate in English including reading and writing **DIMENSION** - To monitor the utilization of approved OPEX Budget (RM 21.4 million) - To monitor the utilization of approved CAPEX Budget (RM 2.8 million). - To manage the process of 15 nos of contracts for Water Quality Surveillance Section (WQS) and 10 nos of contracts for Laboratory Services Section (LS). - To maintain registration for 2694 assets in WAMS & to update on quarterly basis for additional asset upon completion of capex works. **OTHER INFORMATION (IF ANY)** - Special considerations (working conditions) i.e. _ - Willing to travel - Possess driving license - A