Procurement Assistant

Job Overview

The Procurement Assistant will carry out day-to-day administration work such as stationery & pantry supplies management, LPO Creation for approved procurements, manage mail & courier, vendor creation, and advance payment requests as well as respond to staff requirements

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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: MS Office Suite, SAP Basic Knowledge, Customer Se

rvice.