Assistant - Purchasing Department for 9 months

1. Administrative & Clerical Support

• Prepare, issue, and track purchase orders (POs) in the ERP system.
• Maintain organized digital and physical files for contracts, invoices, delivery notes, and supplier documents.
• Support the preparation of routine reports (weekly trackers, supplier lists, PO summaries).
• Update purchasing databases and internal dashboards.

2. Supplier Coordination

• Serve as the first point of contact for suppliers regarding order confirmations, delivery dates, and basic queries.
• Collect and file supplier documents (certificates, bank details, compliance forms).
• Follow up on pending orders and report delays or issues to the Purchasing Manager.

3. Order & Delivery Follow-Up

• Monitor delivery schedules and ensure timely receipt of goods or services.
• Assist with resolving delivery discrepancies or missing documentation.
• Coordinate with logistics and warehouse teams for incoming shipments.

4. Invoice & Payment Support

• Match invoices with purchase orders and delivery notes.
• Check pricing, quantities, and details before sending to Finance for approval.
• Support the resolution of billing errors with suppliers.

5. Internal Stakeholder Support

• Assist employees with purchasing requests (RFP forms, PO creation, documentation).
• Ensure internal purchasing policies are followed and provide basic guidance when needed.
• Schedule meetings, prepare agendas, and draft minutes for procurement-related discussions.

Essential

• Previous experience in administrative support, purchasing, or supply chain.
• Strong organization and time management skills.
• Excellent attention to detail and accuracy.
• Comfortable communicating with international suppliers and internal stakeholders.
• Proficiency in MS Office (especially Excel, Outlook, Word).
• Exposure to ERP systems is an advantage.

Preferred

• Experience in an international corporate environment.
• Understanding of basic purchasing processes (POs, invoices, delivery notes).
• Ability to handle multiple administrative tasks simultaneously.