Job Summary
A Procurement Assistant helps a procurement professional to ensure that a business has a constant supply of materials or equipment. They work primarily in an administrative capacity, doing tasks such as scheduling material purchases and deliveries and verifying current inventory.
Procurement Duties:
Support the Procurement and Logistics department to ensure day-to-day procurement and logistics activities are running efficiently and effectively.
Receive procurement requisition requests from departments and process requests on a timely basis.
Source and receive supplier quotations for review and approval in coordination with Manager; maintain accurate bid quotation comparisons for review.
Continuously look for vendors that provide high quality and value-for-money services; ensure cost efficiency for the business.
Prepare procurement documentation for review and approval, including data entry into SAP Business One software.
Follow up with vendors and ensure timely delivery of goods and services.
Ensure goods received are complete and of high quality.
Receiving supplier invoices and verifying information on supporting documents (delivery notes, purchase orders, purchase requisitions, etc).
Assist in capital equipment procurement and monitoring, including coordination with finance department to effectively procure, receive and tag all fixed assets purchased
Continuously monitor vendor performance and report back on vendor non-performance; in collaboration with Manager, maintain a preferred vendor list with vetted and high performing vendors.
Continuously strive to improve procurement processes and value-for-money for the company through effective negotiation.
Assist in ensuring an effective record keeping system for maintaining proper documentation. Ensure all procurement paperwork filing is complete, accurate, up to date, and in correct order to easily facilitate checks and audits.
Logistics Duties:
Assist in samples and marketing material stock management to ensure inventory accuracy.
Accurately maintain bin card system and stock levels in SAP Business One to ensure stock items at stores are accurate.
Perform monthly reconciliation on samples and marketing material requisitions and stock levels.
Assisting in monitoring, evaluating and analyzing stock quantities and levels in liaison with supervisor to ensure no material or product goes out of stock.
Updating supplies requisitions and import tracker as requested
As requested, support the import process, including coordination with logistics agents to process import permits, shipping documents, etc.
Required Qualifications:
Minimum three (3) years of direct full-time experience working in a procurement and purchasing position with increasing levels of responsibility.
Strong preference for experience in a large entity or non-governmental organization with significant procurement needs and turnover; familiarity with donor requirements for documentation preferred.
Use/experience in use of ERP/SAP is an added advantage
Demonstrated experience effectively implementing all steps in the procurement to pay process.
Degree / Diploma in Purchasing and Supplies or related business field.
Valid KISM and CIPS (UK) Membership
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