Procurement Associate

JOB OVERVIEW

The Procurement Assistant executes sourcing and purchasing activities by identifying qualified suppliers, requesting quotations, coordinating supplier requirements, and maintaining procurement records. The role supports the timely and cost-effective acquisition of goods and services while ensuring strict compliance with company procurement standards, budgets, and operational timelines.

DUTIES AND RESPONSIBILITIES

1. Supplier Sourcing & Quotation Management

• Source qualified suppliers based on approved business, department, and project requirements.
• Request, consolidate, and review supplier quotations, proposals, and supporting documents.
• Compare supplier quotations based on price, quality, lead time, and service conditions to support cost-effective purchasing decisions.
• Coordinate supplier accreditation requirements and maintain updated supplier information.
• Monitor the completion of sourcing and procurement requirements within established timelines.

2. Supplier Coordination & Performance Monitoring

• Coordinate with suppliers regarding quotations, product availability, order updates, and delivery timelines.
• Follow up on supplier commitments and delivery schedules to ensure timely order fulfillment.
• Monitor supplier performance based on quality, timeliness, responsiveness, and compliance with agreed specs.
• Resolve supplier-related concerns, discrepancies, and quality issues through coordination with suppliers and concerned internal departments.
• Maintain complete supplier communication records and update procurement trackers regularly.

3. Documentation, Reporting & Administrative Support

• Maintain procurement records, purchase requisitions, supplier files, and transaction documents to ensure completeness and accuracy.
• Update procurement trackers, monitoring tools, supplier databases, and activity logs.
• Prepare regular procurement reports, supplier performance updates, and status summaries.
• Coordinate documentation requirements for supplier accreditation, internal processing, and compliance.
• Perform administrative support activities, including data entry, filing, records management, and system maintenance.

4. Corporate Standards & Administration

• Skills Development Accountability: Review personal performance results and identify areas for skill improvement. Take ownership of self-development actions to address identified skill gaps. Apply learned skills to daily work and demonstrate improvement in productivity, quality, and safety. Seek guidance or clarification when performance gaps or skill limitations are identified.
• Code of Ethics and Code of Conduct: Maintain a thorough understanding of, and ensure full compliance and adherence with, all provisions of the Company’s Code of Ethics and Code of Conduct, applying them consistently in daily work activities.
• Quality Management: Follow documented procedures and work instructions accurately. Monitor and evaluate departmental processes for effectiveness, report non-conformities, and assist in corrective/preventive actions as required.
• Safety: Follow all safety policies, procedures, and regulatory requirements always. Report hazards, unsafe conditions, and incidents immediately to proper authorities.
• Data Privacy: Handle personal, vendor, and sensitive company information securely and in compliance with data privacy policies and laws. Ensure proper storage, access, and disposal of procurement records.
• Others: Perform other administrative duties that may be assigned from time to time.

QUALIFICATIONS

Technical Knowledge

• Knowledge of supplier sourcing, quotation management, and purchasing processes.
• Proficient in supplier evaluation, price comparison, and basic cost analysis.
• Knowledge of supplier accreditation and documentation requirements.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Google Sheets.
• Knowledge of procurement documentation, records management, and status tracking.

Behavioral Competencies

• Demonstrates strong attention to detail in handling procurement documents and supplier data.
• Communicates effectively and professionally with suppliers and internal stakeholders.
• Exhibits strong organizational and time management skills in handling multiple purchasing requests.
• Demonstrates accountability in completing assigned procurement tasks within established timelines.
• Maintains professionalism and teamwork while building positive relationships with vendors and colleagues.

Job Requirements

• Education: Bachelor's degree in Business Administration, Supply Chain Management, Marketing, or any related field.
• Experience: At least 1–2 years of experience in sourcing, purchasing, procurement, or supply chain operations is preferred. Fresh graduates with strong relevant internship backgrounds are welcome to apply.

BENEFITS

• HMO and Group Life Insurance
• Anytime Fitness Membership
• 12 days Vacation Leave and 12 days Sick Leave
• Unused leave credits convertible to cash
• Birthday Allowance and Newlywed Benefits
• Bereavement Leave with Financial Assistance
• Professional Trainings and Ambassador Awards recognition
• Quarterly Company Events