KEC/C009/21 Executive Assistant II (Procurement %26 Materials Management), Hong Kong Hospital Authority

Company/Organisation: Hong Kong Hospital Authority

Post Date: 4/2/2021

Job Title: Executive Assistant II (Procurement %26 Materials Management)

Staff Group: Clerical, Secretarial and Supporting

Reference Number: KEC/C009/21

Job Type: Contract Full-time

Location: Kowloon East Cluster

Description: Office: Procurement & Materials Management Department, Kowloon East Cluster Pay: HK$17,888 to HK$21,743 per month Key Responsibility: 1. To carry out procurement and material management activities in accordance with the HA Procurement and Materials Management Manual. 2. To perform routine buyer duties, including but not limited to sourcing, conducting market and price research, liaison with suppliers and user departments, follow up deliveries, generating reports etc. 3. To liaise with relevant stakeholders in the supply chain to ensure the right goods and services are delivered efficiently. 4. To coordinate call return exercises and to consolidate data for Hospital Manager(s) for service improvements. 5. To generate, review and analyze procurement / consumption history and give advice to supervisors and buying teams for formulation of procurement plan and creation of bulk contracts. 6. To seek quotations, assist in preparation of quotation / tender invitation, arranging cluster bulk contracts, coordinate evaluation, prepare contract document and provide clerical support to Hospital Manager. 7. Assist in monitoring the contractor’s performance and assist Hospital Manager(s) in review of identified risks in product failure and deficiencies arising from product recall and/or poor vendor performance. 8. Assist Hospital Manager(s) in handling product complaints, quality feedback, quality discrepancies, and to follow product recall and replacement issues. 9. Assist in product cataloguing and system inputting to facilitate HA contract and asset creation, arrangements and management. 10. Other duties as assigned by the supervisors and team heads. 11. The staff may be deployed to the Cluster Procurement Team, UCH Store or Offsite Store(s), subject to operational needs. Entry Requirements: 1. Has obtained a Diploma in a specialized function or above and completed F.5/ S.5 with: (a) 5 subjects passed in HKCEE including English Language (Syllabus B) and Chinese Language, or equivalent; OR (b) 5 subjects in HKDSE attaining the level specified below: (i) Level 2 in English Language and Chinese Language, and (ii) Level 2 in New Senior Secondary subjects/ “Attained” in Applied Learning subjects (subject to a maximum of 2 subjects under this category)/ Grade E in Other Language subjects. Or equivalent. OR 2. Has obtained a Diploma in a specialized function and completed F.5/ S.5 with working experience in procurement and materials management Preferred Attributes/Exposure: 1. Have a university degree with qualification of Science / Business / Procurement/ Engineering or related discipline. 2. Good verbal and communication skills in English and Chinese. 3. Previous working experience in Hospital Authority or public organization(s). 4. Knowledge of HA’s corporate systems and processes related to procurement and materials management including but not limited to ERP, PRIS, ICS and EAM. 5. Familiar with the use of MS Word and Excel. 6. Able to work independently and under pressure. 7. Good communication and interpersonal skills.