Job Summary:
The Purchasing Executive/Assistant is responsible for supporting the procurement process, ensuring the timely and cost-effective acquisition of goods and services required by the organization. This role involves vendor management, purchase order processing, inventory monitoring, and maintaining procurement records while adhering to company policies and procedures.
Key Responsibilities:
1. Procurement & Purchasing:
- Assist in sourcing, negotiating, and purchasing materials, equipment, and services at competitive prices.
- Prepare and process purchase orders (POs) in accordance with company policies.
- Ensure timely delivery of purchased items and follow up on backorders or delays.
- Compare supplier prices, quality, and delivery terms to secure the best deals.
2. Vendor Management:
- Identify and evaluate potential suppliers/vendors.
- Maintain strong relationships with existing suppliers and negotiate contracts.
- Resolve supplier issues related to delivery, quality, or pricing discrepancies.
3. Inventory & Stock Control:
- Monitor inventory levels and initiate purchase requests to avoid shortages.
- Coordinate with warehouse and logistics teams to ensure smooth stock replenishment.
- Assist in maintaining accurate records of purchases, pricing, and inventory.
4. Documentation & Compliance:
- Maintain proper procurement documentation (POs, invoices, delivery notes).
- Ensure compliance with company procurement policies and legal regulations.
- Assist in audits by providing necessary procurement records.
5. Reporting & Coordination:
- Generate procurement reports (spend analysis, cost savings, supplier performance).
- Collaborate with finance for invoice verification and payment processing.
- Communicate with internal departments to understand their purchasing needs.
