Procurement & Purchasing Assistant

Key Responsibilities

Procurement Responsibilities

• Assist in sourcing suppliers and obtaining competitive quotations for goods and services.
• Support supplier evaluation, selection, and performance monitoring.
• Prepare purchase requisitions, requests for quotations, comparative analyses, and purchase orders.
• Maintain accurate procurement records, supplier files, and procurement documentation.
• Follow up with suppliers to ensure timely delivery of ordered goods and services.
• Assist in contract administration and supplier relationship management.
• Ensure procurement activities comply with company policies and approved procedures.
• Support continuous improvement initiatives to enhance procurement efficiency and cost savings.

Purchasing Responsibilities

• Process approved purchase requests in a timely and accurate manner.
• Track purchase orders from placement to delivery and update users on order status.
• Verify that delivered goods conform to approved specifications and purchase orders.
• Coordinate replacement or return of damaged, incorrect, or defective items.
• Monitor stock replenishment requirements and assist in maintaining optimal inventory levels.
• Support emergency purchasing requirements while ensuring proper approvals are obtained.

Coordination with Main Stores and Workshop Stores

• Work closely with the Main Stores team to monitor stock levels and replenish inventory as required.
• Coordinate with Workshop Stores to ensure timely procurement of machinery spare parts, maintenance materials, tools, lubricants, and engineering supplies.
• Ensure all goods received are properly documented through Goods Received Notes (GRNs).
• Participate in periodic stock counts and inventory reconciliations.
• Assist in minimizing stock shortages, excess inventory, and obsolete stock.

Finance Coordination

• Liaise with the Finance Department to ensure procurement activities align with approved budgets.
• Match supplier invoices with purchase orders and goods received documentation before payment processing.
• Assist in resolving supplier invoice discrepancies and account reconciliation issues.
• Maintain complete procurement documentation for financial reporting and audit purposes.
• Prepare procurement reports and expenditure summaries as required.

Logistics Coordination

• Coordinate with the Logistics team to ensure efficient transportation and timely delivery of purchased goods.
• Monitor delivery schedules and communicate any delays to relevant departments.
• Follow up with suppliers and transport providers to ensure timely fulfillment of orders.
• Support the movement of goods between suppliers, stores, workshops, and operational sites.

Qualifications and Experience

• Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supplies, Business Administration, Commerce, or a related field.
• Membership or registration with KISM or progress toward professional certification.
• At least 3 years' experience in procurement, purchasing, inventory management, or supply chain operations.
• Proficiency in Microsoft Office applications, particularly Excel.
• Experience using ERP or inventory management systems.

Key Competencies

• Strong organizational and administrative skills.
• Excellent communication and interpersonal abilities.
• Good negotiation and supplier relationship skills.
• High level of integrity and attention to detail.
• Ability to prioritize tasks and meet deadlines.
• Good analytical and problem-solving skills.
• Team player with the ability to work across departments.
• Understanding of procurement procedures and inventory management principles