The Malaysian Red Crescent (MRC) is seeking a responsible, organised and detail-oriented individual to join our team as an Assistant Officer – Tenders and Contracts.
The successful candidate will provide administrative and operational support for tender and contract processes, ensuring that all documentation, records and activities are managed accurately, transparently and in accordance with MRC’s policies and procedures.
Key Responsibilities
- Assist in preparing tender, quotation and contract documents.
- Check procurement requests to ensure specifications, scopes of work, budget confirmation and supporting documents are complete.
- Coordinate the issuance and circulation of tender notices and invitations.
- Maintain tender schedules, submission deadlines and status-tracking records.
- Assist in arranging tender briefings, site visits, tender openings and evaluation meetings.
- Register and securely maintain tender submissions and related correspondence.
- Prepare attendance records, submission registers, comparison tables, scoring sheets and meeting minutes.
- Coordinate administrative clarifications between bidders and the relevant departments.
- Compile tender evaluation results and supporting documentation for Management’s consideration.
- Prepare draft letters of award, acceptance and notification upon receiving the required approvals.
- Assist in preparing and administering contracts, service agreements and related documents.
- Update and maintain tender, contract and vendor registers.
- Monitor contract commencement, expiry, renewal and notice dates.
- Track vendors’ and contractors’ deliverables, performance and contractual obligations.
- Maintain records of contract variations, extensions, warranties, performance bonds and insurance documents.
- Ensure tender and contract documents are properly filed, secured and readily available for audit.
- Prepare periodic reports on ongoing tenders, awarded contracts, contract expiry dates and vendor performance.
- Liaise with internal departments, vendors, contractors and service providers.
- Maintain confidentiality, impartiality and professionalism throughout all tender and contract processes.
- Perform other related duties assigned by the Senior Officer, Head of Department or Management.
Academic and Professional Requirements
- Diploma in Business Administration, Procurement, Supply Chain Management, Contract Management, Finance, Management, Law or a related field.
- At least one to two years of relevant working experience in tender administration, contract administration, procurement, purchasing or a related role.
- Fresh graduates with strong administrative, analytical and documentation skills are encouraged to apply.
- Experience working in an NGO, humanitarian organisation, government agency or regulated environment will be an added advantage.
- Basic knowledge of tendering, procurement and contract-administration processes.
- Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.
Required Competencies
- Strong administrative, organisational and record-management skills.
- Excellent attention to detail and accuracy.
- Good written and verbal communication skills.
- Able to prepare clear reports, minutes and formal correspondence.
- Able to manage multiple tasks and meet deadlines.
- Good coordination and problem-solving abilities.
- High level of integrity, confidentiality and accountability.
- Able to work independently and collaboratively as part of a team.
- Good command of written and spoken Bahasa Malaysia and English.
- Willing to work outside normal office hours when required.
Pay: RM2,000.00 - RM3,000.00 per month
Benefits
- Additional leave
- Flexible schedule
- Free parking
- Maternity leave
- Opportunities for promotion
- Parental leave
- Professional development
Application Question(s)
- Age ?
- Expected Salary ?
- Availability to join / notice ?
Work Location: In person
