Job Summary: The Procurement Assistant supports the procurement team by handling administrative tasks related to purchasing activities. This includes preparing documents, maintaining records, assisting in supplier communication, and ensuring smooth procurement operations.
Key Responsibilities:
1. Administrative Support:
- Assist in the preparation and issuance of purchase orders.
- Maintain accurate and up-to-date records of procurement transactions, including invoices, purchase orders, and contracts.
- Assist in filing and organizing procurement-related documents.
2. Supplier Communication:
- Communicate with suppliers to follow up on orders, delivery schedules, and resolve any issues.
- Maintain a database of suppliers and their contact details for easy access.
3. Purchase Order Tracking:
- Monitor the status of purchase orders and ensure timely delivery.
- Update the procurement team on delivery status and inventory needs.
4. Data Entry & Reporting:
- Enter procurement data into procurement software or spreadsheets.
- Prepare basic procurement reports on order status, expenses, and vendor performance.
5. Cost Control & Inventory Management:
- Track inventory levels and ensure timely reordering of supplies.
- Assist in identifying cost-saving opportunities by comparing supplier quotes.
6. Compliance & Documentation:
- Ensure all documentation is accurate and compliant with company policies.
- Assist in maintaining records for audit purposes and ensure compliance with procurement regulations.
7. Support to Procurement Team:
- Provide general administrative support to the Procurement Executive and team.
- Assist with supplier negotiations and documentation preparation as required.
Qualification & Experience
- Diploma or equivalent Min 1-2 years’ experience.
- Able to work effectively with peers and other function teams.
- Detail-oriented, able to multi-task and prioritize tasks with strict deadlines.
