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.Key Responsibilities:Receive and review purchase requests (PRs) from departments.Source quotations for non-commercial items ensuring quality and cost competitiveness.Create, process, and issue Purchase Orders (POs) in the ERP system on time.Follow up with vendors for order confirmation, delivery timelines, and documentation.Issuance for advanced payment and raised form.Maintain vendor database and update pricing, catalogues, and contracts.Conduct price comparisons, support negotiations, and recommend cost-effective suppliers.Monitor vendor performance (quality, delivery time, compliance).Ensure best pricing aligned with budget.Support procurement manager in quarterly cost analysis reports and their tracking.Ensure all procurement actions follow company SOPs, approval matrix, and audit requirements.Maintain organized records: PRs, POs, quotations, delivery notes, GRNs, invoices, and contracts.Coordinate with Finance and Warehouse teams for invoice clearance and stock updates.Liaise with Warehouse, Admin, QA, Maintenance, and HR departments toProvide timely status updates on PRs and PO deliveries.Assist in resolving delivery, quality, or invoice disputes.All the documents must be approved by line manager before processing and 100% compliance with SOPs & procurement policy.Contract & Price List Updates: Quarterly updates maintained and reviewed accurately.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 cycle.Cost Saving Achieved: 3–5% savings through negotiation and alternate suppliers.Price Comparison Compliance: Ensure 100% price comparison for all non-commercial purchases.Supplier Response Time: Follow-ups for quotation to complete within 1–2 working days.Department Satisfaction Rating: ≥ 90% satisfaction from internal divisions.Issue Resolution Time: Resolve complaints within 24–48 hours.GRN Issuance Time: Issue GRN within 24–48 hours after receiving approved PO.GRN issued with complete documentation.Collect and verify travel requests, approvals, and documentation.Book air tickets and hotel accommodation in line with company policy.Negotiate rates and utilize preferred vendors for cost savings.Ensure timely issuance of tickets and hotel confirmations.Manage changes, cancellations, and refunds efficiently.Maintain accurate travel records and compliance with duty-of-care requirements.Coordinate with finance for invoice reconciliation and expense tracking.Prepare monthly travel reports and KPI summaries.Qualification & Experience:Academic Qualifications: High School / bachelor’s degree.Minimum 1 year experience in an administrative role.Field of Knowledge: Customer Service, Stationary Supplies & Courier Management.Skills: MS Office Suite, SAP Basic Knowledge, Customer Service.