Purchasing Assistant

Job Purpose:

The Purchasing Service Assistant is responsible for the timely and cost-effective procurement of goods and services in support of operational requirements. This role ensures compliance with company policies, maintains supplier relationships, coordinates with MBTC for sourcing requirements, and supports efficient procurement processes including BIDCOM documentation when applicable.

Job duties and Responsibilities:

• Efficiently process the purchasing requirements of the bank in accordance with established bank policies and within the required TAT.
• Conduct canvassing and price comparison from accredited and reliable suppliers.
• Coordinate and monitor supplier’s submission of accreditation and annual renewal requirements, endorse documents for evaluation and approval, and ensure full compliance and completion of the accreditation process.
• Monitor and follow up on open purchase orders to ensure timely delivery and completion.
• Review outstanding POs regularly and coordinate with requestors for proper disposition or closure.
• Assist in purchasing and sourcing activities to meet departmental needs
• Maintaining accurate records of purchases, pricing, supplier database, and vendor information.
• Coordinate with suppliers regarding order status, discrepancies, and concerns.
• Support the preparation and processing of purchase orders and requisitions
• Coordinate with MBTC to obtain updated price lists and list of accredited suppliers, as applicable.
• Prepare, consolidate, and ensure completeness of required documents for BIDCOM review and approval, when applicable.
• Endorse BIDCOM documents to the appropriate approving bodies and track status until approval is secured.
• Interacting with vendors/suppliers to obtain quotes and ensure timely delivery of products and services
• Collaborate with other departments to understand their purchasing requirements.
• Ensure compliance with internal controls, audit requirements, and procurement policies.
• Handles sensitive operational data and is expected to maintain strict confidentiality and data privacy compliance.
• Support cost-savings initiatives through effective negotiations and sourcing strategies.
• Perform other tasks as may be assigned.

Job Qualifications:

• College Graduate / Entry Level
• Familiarity with procurement processes, documentation and supplier management
• Strong attention to detail and organizational skills

Job Type: Full-time

Work Location: In person