Administrative Assistant

Administrative Assistant (Procurement & Payments)

Integrity-First | Close every loophole | Own the Procure-to-Pay

One seat · Segera Ditutup Bila Kuota Terisi · Start ASAP

Why this role matters

You are the
gatekeeper between company intent and company spend
. Your work makes leakage impossible: clean sourcing, airtight approvals, and on-time payments with a full audit trail. If you love order, measurable outcomes, and doing things
by the book
, this is your arena.

Reports to the Manager, Corporate Services Department (CSD): align weekly priorities and control checks; submit a P2P scorecard (RFQ cycle time, 3-way-match %, on-time payment %, exceptions, vendor concentration, tax compliance); escalate any policy/threshold breach within 24 hours; liaise with Finance/Treasury, Operations, and Legal. Payment release remains with Finance/Treasury—you prepare the packs and maintain the audit trail.

What you'll own (end-to-end, with controls built in)

• Sourcing & RFQ (≥3 quotes by default):
  create RFQs, compare apples-to-apples, keep a
  quote dossier
  (specs, price, lead time, warranty).
• Control:
  No single-source
  unless justified in writing & approved per matrix.
• PO Creation (Maker, not Approver):
  raise POs against approved budgets & vendors.
• Control:
  Segregation of Duties (SoD)
  —you prepare;
  others approve
  .
• Receiving & 3-Way Match:
  ensure
  PO Goods Receipt Invoice
  match
  before
  any payment batch.
• Control:
  variances need root-cause note + manager sign-off.
• Payment Preparation (No Release Authority):
  compile payment packages, run due-date calendar, check terms & tax lines.
• Control:
  Treasury/Finance releases
  , with
  dual approvers (four-eyes)
  ; you
  never
  hold tokens, stamps, or cash.
• Vendor Master Hygiene (Request, not Edit):
  gather & verify onboarding docs (legal name, tax ID, address,
  bank letter/verified account
  ).
• Control:
  vendor creation/changes by
  Master Data team
  only; requires
  call-back verification
  to an official number +
  second-person approval
  ;
  bank account whitelist
  .
• Compliance & Audit Trail:
  all files in e-repository with
  immutable timestamps
  , version control, and signed approval routes.
• Control:
  No PO—No Pay
  ,
  No Contract—No Work
  ,
  No Cash—No Payments
  (bank transfer only to whitelisted accounts).
• Reporting & Early-Warning:
  monthly dashboards: on-time payment %, exceptions,
  split-purchase alarms
  , single-source rate, vendor concentration, AP aging, tax compliance.

Anti-corruption guardrails you will enforce (and live by)

• Segregation of Duties:
  different people for
  (1) vendor master, (2) PO, (3) receiving, (4) payment release
  .
• Four-Eyes Principle:
  at least two approvals for commitments & payments.
• Conflict-of-Interest (COI):
  quarterly COI declarations;
  gift & hospitality register
  ;
  zero-gift policy
  (register any attempt).
• Beneficial-Ownership & Sanctions checks:
  confirm real owners; reject vendors with hidden links to staff.
• Exception Matrix:
  any deviation (single source, urgent buy, price variance) = written justification + higher approval + post-review.
• Change Lockdown:
  vendor bank changes need
  call-back
• proof + second approval; audit log reviewed weekly.
• Pattern Traps:
  alerts for
  invoice rounding
  ,
  micro split to bypass thresholds
  , repeated "urgent" buys, or
  free-mail vendor domains
  .

Red flags you'll stop immediately:
request to pay to personal accounts, vendor insists on cash, "keep the change" discounts, pressure to skip steps, or asking you to "just approve it".

Your first 90 days (success looks like)

• Day 30:
  P2P SOP live; RFQ/PO templates, exception matrix, approval map published.
• Day 60:
  3-way-match ≥
  98%
  , on-time payments ≥
  97%
  , vendor master
  0
  unverified fields.
• Day 90:
  fraud-risk dashboard running (split-buy, single-source, vendor share);
  backlog cleared
  ; audit-readiness proven.

You'll thrive here if you are

• Decisive & structured:
  you lead with SOPs, checklists, and facts.
• Accuracy-obsessed:
  numbers, dates, units, and tax lines must reconcile.
• Firm yet courteous:
  you can say "no" with policy in hand.
• Deadline-driven:
  close month-end calmly; always close the loop.
• Ethical & discreet:
  zero tolerance for shortcuts; you document everything.

Requirements

• 1–3 years in
  procurement/AP/admin
  (or equivalent intensive internship).
• Spreadsheet fluency
  (lookup/index-match, pivot, basic dashboards).
• Practical grasp of
  AP & tax basics
  (3-way match, payment terms, VAT/WHT).
• Clear written & verbal communication; cross-functional collaboration.
• Nice to have:
  ERP/e-procurement (SAP/Oracle/NetSuite/Zoho); document-control tools.

Integrity screening (how we hire without blind spots)

• Ethics micro-case (15 min):
  respond in writing to a vendor gift + urgent payment scenario (we score steps, not slogans).
• Fraud-pattern test (20 min):
  spot split purchases & odd invoice patterns in a sample ledger.
• Vendor onboarding mock (15 min):
  identify missing/forged docs; outline call-back script.
• Structured references:
  direct supervisors from procurement/AP;
  COI disclosure
  at offer stage.
• Probation gates:
  pass anti-fraud policy quiz;
  zero critical exceptions
  ; audit spot-checks.

Tools & guardrails you'll use

RFQ/PO/GR/Invoice checklists
• Approval matrix (digital)
• Payment calendar
• Vendor whitelist
• Document e-repository
• Exception log
• Risk dashboard.

Growth path

Certifications & training supported.

What you get

Competitive compensation
• Learning budget & mentorship
• Modern tooling
• A mandate to
design and enforce
the gold-standard P2P process.

How to apply

Email
CV + 1-page process improvement
(problem → action → measurable result) to
with subject
"Admin Assistant — P2P Integrity"
.

Rolling process—early applications prioritized.

Don't lose the seat where you set the standard.
In this role, you don't just process transactions—you
protect the company
and make corruption
impossible by design
.