Procurement Assistant/Expeditor Full Time

Key Accountabilities:

• Coordinate and complete all procurement filing and documentation with efficiency and accuracy
• Assist with obtaining all required signatories and approvals as per DoA
• Maintain up-to-date records of all procurement activities and ensure that weekly summary reports are updated and uploaded in the shared folder
• Follow up with buyers to ensure that all relevant data is accurately documented for accountability and audit purpose
• Assist in addressing internal and external enquiries about procurement related transactions
• Assist staff with general procurement administrative needs such as applying sick leave on and behalf of procurement staff, filing and documentation etc. in accordance with guidelines
• Collaborate with various departments to determine their material needs and requirements, ensure the delivery of materials as per the procurement schedule and its transfer upon delivery in a timely manner
• Negotiate with suppliers to obtain the best rates and service, address, mitigate or escalate issues of delivery delays, quality of materials or any other problems as they arise
• Keep track of records from order placement through to delivery
• Maintain constant coordination and communication between departments and suppliers, and document all actions internally and externally to maintain up-to-date information in the system
• Assist with following up of RFX- floated by the buyer. Coordinate with Buyer in obtaining all required signatories and approvals as per DoA
• Address internal and external enquiries about orders, order changes, cancellations, quantity, timings, cost, etc.
• Closely work with buyer to resolve queries with Finance on invoicing issues or discrepancies
• Ensures compliance with the applicable bidding rules, regulations and reporting requirements
• Schedule and assist with deliveries or collections. Execute on the spot buying with urgent requirements by traveling to suppliers and supplying the required goods
• Expedite orders and deliveries with suppliers to adhere to the procurement schedules

Experience & Education Qualifications:

• High School / Diploma in any field / Relevant professional certification in administration management
• 2-3 years’ of experience as Purchase Assistant, Procurement Scheduling/Expediting or similar administrative role

Key Skills:

• Knowledge of Procurement process
• Knowledge of procurement system (SAP)
• Record keeping
• Planning and organizing
• Attention to detail
• Teamwork