Administrative Assistant (Procurement)

The Administrative Assistant (Procurement) provides support in managing day-to-day procurement activities to ensure the timely and cost-effective acquisition of goods and services for the company. The role involves canvassing, vendor coordination, purchase order processing, and assisting in compliance with company procurement policies. The position also supports documentation, record management, and helps monitor supplier performance and inventory levels to maintain smooth operational support.

Key Responsibilities

Procurement Support

• Assist in sourcing and canvassing suppliers to obtain quality materials and services at competitive prices.
• Prepare and process Purchase Requests (PR) and Purchase Orders (PO) under supervision, ensuring compliance with company policies.
• Follow up on deliveries to ensure timely receipt of goods and services.

Vendor Coordination

• Maintain updated records of accredited suppliers.
• Coordinate with suppliers on order confirmation, delivery schedules, and payment follow-ups.
• Assist in onboarding new suppliers as directed.

Documentation & Record Keeping

• Organize and file quotations, purchase requests, purchase orders, and delivery receipts.
• Ensure proper documentation of procurement transactions for audit and tracking purposes.

Budget & Cost Monitoring

• Support monitoring of departmental budgets by preparing basic reports.
• Assist in cost comparisons to help ensure value-for-money procurement decisions.

Communication & Coordination

• Liaise with internal departments to clarify requirements and specifications.
• Ensure smooth communication flow between requestors, suppliers, and the Admin Head.
• Report procurement concerns or delays to the immediate supervisor.

Inventory & Logistics Assistance

• Coordinate with inventory staff to track deliveries and confirm receipt of items.
• Assist in tagging, recording, and storage of purchased materials or equipment.

Compliance

• Follow procurement and administrative policies, ensuring transparency and accountability.
• Uphold confidentiality and integrity in all procurement transactions.

Qualifications

• Bachelor’s Degree in Business Administration, Management, or related field.
• Fresh graduates are welcome to apply.
• Strong organizational and coordination skills.
• Proficient in Microsoft Office (Excel, Word, Outlook); knowledge of ERP systems is an advantage.
• Good communication skills and attention to detail.
• Willingness to learn and ability to work under supervision.