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Procurement Assistant

Sundus
Abu Dhabi, UAE
fulltime
Entry
3 weeks ago
ArabicProcurementScala
Free

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Procurement Processing Support

  • Receive, review, and verify purchase requisitions for completeness, proper authorization, and compliance with institutional procurement policies and financial regulations.
  • Create and process purchase orders in the institutional ERP system, ensuring accurate documentation and appropriate approval workflows.
  • Track and monitor purchase order status from creation through delivery, ensuring timely fulfillment and coordinating with suppliers to resolve delays or discrepancies.
  • Verify receipt of goods and services, match invoices with purchase orders and delivery notes, and escalate discrepancies for resolution.

Vendor Coordination And Database Management

  • Maintain comprehensive and up-to-date supplier database including contact information, pricing agreements, performance records, and compliance documentation.
  • Coordinate with vendors regarding order confirmations, delivery schedules, product specifications, and issue resolution.
  • Obtain quotations from multiple suppliers for routine purchases and assist with price comparisons to support value-for-money decisions.
  • Monitor vendor performance and maintain records of delivery timelines, quality, and service standards.

Documentation And Record Keeping

  • Maintain accurate, organized, and readily accessible procurement files including requisitions, purchase orders, quotations, contracts, delivery notes, and invoices.
  • Prepare procurement reports, summaries, and data extracts as required by management and finance teams.
  • Ensure all procurement documentation complies with audit requirements and institutional retention policies.

Inventory And Stock Management Support

  • Assist with monitoring inventory levels for routine supplies and consumables, coordinating restocking to prevent shortages.
  • Support periodic physical stock counts, reconciliations, and inventory audits.
  • Assist with surplus asset management, redistribution, and disposal procedures in accordance with institutional policies and UAE waste regulations.

Compliance And Policy Support

  • Ensure procurement activities comply with UAE VAT regulations, Federal Procurement Law, and IITD-AD procurement policies.
  • Assist with documentation and preparation for internal and external procurement audits.
  • Stay informed of institutional procurement procedures and regulatory updates.

Stakeholder Collaboration

  • Liaise with academic departments, research teams, and administrative units to clarify procurement requests, provide status updates, and facilitate efficient purchasing processes.
  • Provide courteous and professional assistance to internal customers, responding promptly to inquiries and resolving routine procurement issues.
  • Support the procurement team with special projects, tender preparation, and procurement planning activities as assigned.

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