Procurement Assistant

Job Overview

Key Responsibilitie

• s:
• Receive and review purchase requests (PRs) from departme
• nts.Source quotations for non-commercial items ensuring quality and cost competitiven
• ess.Create, process, and issue Purchase Orders (POs) in the ERP system on t
• ime.Follow up with vendors for order confirmation, delivery timelines, and documentat
• ion.Issuance for advanced payment and raised f
• orm.Maintain vendor database and update pricing, catalogues, and contra
• cts.Conduct price comparisons, support negotiations, and recommend cost-effective suppli
• ers.Monitor vendor performance (quality, delivery time, complian
• ce).Ensure best pricing aligned with bud
• get.Support procurement manager in quarterly cost analysis reports and their track
• ing.Ensure all procurement actions follow company SOPs, approval matrix, and audit requireme
• nts.Maintain organized records: PRs, POs, quotations, delivery notes, GRNs, invoices, and contra
• cts.Coordinate with Finance and Warehouse teams for invoice clearance and stock upda
• tes.Liaise with Warehouse, Admin, QA, Maintenance, and HR department
• s toProvide timely status updates on PRs and PO deliver
• ies.Assist in resolving delivery, quality, or invoice dispu
• tes.All the documents must be approved by line manager before processing and 100% compliance with SOPs & procurement pol
• icy.Contract & Price List Updates: Quarterly updates maintained and reviewed accurat
• ely.PO Issuance Time: Issue PO within 24–48 hours after receiving approved
• PR.PR (Purchase Request) to PO Cycle Time: ≤ 3 working days for complete cy
• cle.Cost Saving Achieved: 3–5% savings through negotiation and alternate suppli
• ers.Price Comparison Compliance: Ensure 100% price comparison for all non-commercial purcha
• ses.Supplier Response Time: Follow-ups for quotation to complete within 1–2 working d
• ays.

Department

• Satisfaction Rating: ≥ 90% satisfaction from internal divisi
• ons.Issue Resolution Time: Resolve complaints within 24–48 ho
• urs

.GRN Issuance Time: I

• ssue GRN within 24–48 hours after receiving approved
• PO.GRN issued with complete documentat
• ion.Collect and verify travel requests, approvals, and documentat
• ion.Book air tickets and hotel accommodation in line with company pol
• icy.Negotiate rates and utilize preferred vendors for cost savi
• ngs.Ensure timely issuance of tickets and hotel confirmati
• ons.Manage changes, cancellations, and refunds efficien
• tly.Maintain accurate travel records and compliance with duty-of-care requireme
• nts.Coordinate with finance for invoice reconciliation and expense track
• ing.Prepare monthly travel reports and KPI summar
• ies.

Qualification & Experi

• ence:
• Academic Qualifications: High School / bachelor’s d
• egree.Minimum 1 year experience in an administrative
• role.Field of Knowledge: Customer Service, Stationary Supplies & Courier Manag
• ement.

Skills