PURCHASING ASSISTANT

Job Description: Purchasing Assistant

Job Purpose

The Purchasing Assistant is responsible for sourcing, evaluating, and purchasing materials, supplies, equipment, and services required by the company. The role ensures that purchases are made at the right quality, quantity, price, and delivery time while complying with company purchasing policies and procedures.

Key Responsibilities

1. Purchasing & Procurement

• Receive and review approved Purchase Requisitions (PRs).
• Prepare and process Purchase Orders (POs) based on approved requirements.
• Source materials, supplies, equipment, and services from qualified suppliers.
• Request and compare quotations from different suppliers.
• Negotiate prices, payment terms, delivery schedules, and other commercial conditions.
• Ensure purchases are within approved budgets and company policies.

2. Supplier Management

• Identify and evaluate potential suppliers.
• Maintain an updated supplier/vendor database.
• Coordinate with suppliers regarding quotations, orders, delivery schedules, and payment concerns.
• Monitor supplier performance in terms of quality, price, delivery, and service.
• Assist in supplier accreditation and evaluation.
• Address supplier-related issues and coordinate corrective actions when necessary.

3. Order & Delivery Monitoring

• Monitor outstanding Purchase Orders and expected delivery dates.
• Follow up with suppliers to ensure timely delivery.
• Coordinate with Warehouse, Production, Maintenance, Finance, and requesting departments regarding delivery requirements.
• Escalate delays or potential material shortages that may affect operations.
• Verify that delivered items are consistent with the approved PO specifications.

4. Cost Management

• Conduct price comparisons and market checks.
• Identify opportunities for cost savings and better purchasing terms.
• Monitor price changes of regularly purchased materials.
• Support negotiations and sourcing activities to achieve competitive pricing.

5. Documentation & Records

• Maintain complete and accurate purchasing records.
• Ensure proper documentation for PRs, RFQs, quotations, POs, delivery receipts, and invoices.
• Monitor PO status and maintain purchasing trackers.
• Ensure purchasing transactions are properly approved and documented.

6. Coordination with Other Departments

• Coordinate with requesting departments to clarify specifications, quantities, and required delivery dates.
• Work closely with Finance/Accounting regarding invoices, payment terms, and supplier concerns.
• Coordinate with Warehouse regarding received items and discrepancies.
• Coordinate with Production, Maintenance, and Operations for urgent or critical requirements.

7. Compliance

• Ensure all purchases comply with company procurement policies and approval procedures.
• Follow proper vendor selection and quotation requirements.
• Maintain confidentiality of supplier pricing and commercial information.
• Ensure purchasing activities are properly documented for audit purposes.

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, Logistics, Operations Management, or a related field.
• Preferably 1–3 years of experience in purchasing, procurement, or supply chain.
• Experience in manufacturing, FMCG, food, or oil industry is an advantage.
• Knowledge of purchasing and supplier management processes.
• Proficient in Microsoft Office, particularly Excel.
• Experience with ERP/procurement systems is an advantage.

Required Skills

• Negotiation and supplier management skills
• Strong communication and coordination skills
• Analytical and problem-solving skills
• Attention to detail and accuracy

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Employee discount
• Health insurance
• Opportunities for promotion
• Paid training
• Promotion to permanent employee

Work Location: In person