Procurement Assistant / Purchasing Assistant / Procurement Coordinator

Procurement Assistant / Purchasing Assistant / Procurement Coordinator

Role Description We are seeking a meticulous, organized, and proactive Procurement Assistant / Purchasing Assistant / Procurement Coordinator to support our supply chain operations, manage vendor interactions, and maintain operational purchasing workflows. In this entry-to-mid level role, you will report to the Procurement Manager or Purchasing Lead and work closely with Operations, Warehouse, Finance, and External Suppliers to ensure goods and services are procured efficiently and cost-effectively. You will be responsible for processing purchase requisitions, issuing approved purchase orders (POs), tracking delivery schedules, and maintaining key vendor databases. Responsibilities include obtaining comparative supplier quotations, conducting initial quality and invoice matching checks, monitoring safety stock thresholds, updating purchasing logs, and resolving delivery discrepancies. Success in this position requires high attention to detail, strong numerical and negotiation skills, proficiency in ERP systems and spreadsheet software, and the ability to maintain strong supplier relationships while adhering to corporate governance.

Qualifications

• Education: Bachelor's degree or Diploma in Supply Chain Management, Logistics, Procurement, Business Administration, or a related field.
• Procurement Operations & PO Processing: Practical experience generating purchase orders (POs), converting purchase requisitions, matching delivery orders (DOs), and auditing vendor invoices.
• Supplier Management & Quotations: Capability to source vendors, request multi-party quotations (RFQs), compile comparative pricing sheets, and coordinate basic vendor performance reviews.
• Inventory & Stock Monitoring: Basic understanding of inventory control, reorder points, safety stock management, and lead-time tracking for goods and raw materials.
• ERP & Procurement Systems: Hands-on exposure to Enterprise Resource Planning (ERP) systems and procurement tools (e.g., SAP, Oracle NetSuite, Odoo, Zoho Inventory, or Microsoft Dynamics).
• Spreadsheet Proficiency & Reporting: Intermediate skills in Microsoft Excel / Google Sheets (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS) to track order logs, spend analytics, and supplier lead times.
• Negotiation & Cost Optimization: Strong commercial acumen with the ability to negotiate basic payment terms, pricing discounts, and delivery arrangements with suppliers.
• Compliance & Audit Readiness: Understanding of corporate procurement policies, anti-bribery standards, ethical sourcing guidelines, and document archiving for internal and external audits.
• Cross-Functional Communication: Excellent verbal and written communication skills to liaise effectively between internal requisitioners, finance teams, logistics providers, and suppliers.
• Professional Attributes: Exceptional organizational skills, high ethical standards, strong problem-solving skills, and resilience under operational timelines.