Purchasing Assistant / Specialist

📣 We're Hiring: Purchasing Assistant / Specialist📍 Location: United Arab Emirates (UAE) 🕒 Employment Type: Full-Time 💼 Level: Assistant / Specialist🌐 About UsWe are seeking an organized, commercially aware, and detail-oriented Purchasing Assistant / Specialist to support the day-to-day procurement and purchasing of goods and services for our business.The role works closely with Procurement, Strategic Sourcing, Supplier Management, Vendor Management, Category Management, Merchandising, Merchandise Planning, Demand Planning, Inventory Planning, Warehouse, Logistics, Finance, Store Operations, and other internal stakeholders.The successful candidate will help ensure purchases are made at the right price, quality, quantity, and time, while maintaining accurate purchase orders, supplier records, delivery schedules, documentation, and procurement controls.🎯 The RoleThe Purchasing Assistant / Specialist supports the operational purchasing cycle from approved requisition through purchase order, supplier confirmation, delivery, invoice matching, and issue resolution.At Assistant level, the focus is on purchase-order administration, supplier communication, documentation, order tracking, data entry, reporting, and purchasing coordination.At Specialist level, responsibilities expand into supplier negotiations, purchasing analysis, price benchmarking, order optimization, supplier performance, spend analysis, contract compliance, and purchasing improvement initiatives.🚀 What You'll DoPurchase RequisitionsReceive and review approved purchase requisitionsVerify:Product/service requirementsQuantitiesRequired delivery datesCost centersBudget informationSupplier detailsSupporting documentationClarify incomplete or inconsistent requirementsPurchase OrdersCreate and process purchase ordersEnsure POs accurately reflect:Item descriptionsQuantitiesPricesDiscountsDelivery termsPayment termsDelivery locationsTaxesSupplier informationObtain required approvalsIssue approved POs to suppliers📦 Order ManagementPurchase Order TrackingMonitor:Open POsConfirmed POsPartially delivered POsOverdue POsCancelled POsClosed POsSupplier ConfirmationObtain order confirmationsVerify:PriceQuantityDelivery dateProduct specificationsRecord supplier commitments in the purchasing systemOrder ChangesCoordinate approved changes involving:QuantityPriceDelivery dateProduct specificationsDelivery location🚚 Delivery ManagementDelivery TrackingMonitor supplier deliveries against agreed schedules.Identify:Late deliveriesPartial deliveriesShort shipmentsDamaged goodsIncorrect productsQuantity discrepanciesExpeditingFollow up with suppliers on overdue ordersEscalate critical delaysCoordinate with Warehouse, Logistics, Inventory Planning, and relevant stakeholdersDelivery PerformanceTrack:On-time deliveryLead timeFill rateOrder accuracyDelivery reliability🤝 Supplier CoordinationSupplier CommunicationMaintain regular communication regarding:Purchase ordersPricesAvailabilityDelivery schedulesProduct specificationsDocumentationInvoicesReturnsClaimsSupplier RelationshipsMaintain professional relationships with suppliersResolve routine purchasing issuesEscalate significant commercial or operational concernsSupplier InformationMaintain accurate:Supplier namesContactsAddressesPayment termsDelivery termsProduct categoriesApproved statusContract information💰 Price & Cost ManagementPrice VerificationVerify supplier pricing against:Approved quotationsContractsPrice listsNegotiated termsIdentify unauthorized price increasesPrice ComparisonCompare supplier quotationsIdentify competitive purchasing opportunitiesPrepare price-comparison analysesCost AnalysisMonitor:Unit costsFreightDutiesTaxesDiscountsRebatesOther landed costsPrice VarianceIdentify differences between:Previous priceCurrent priceContract pricePO priceInvoice price📊 Purchasing AnalysisAnalyze:Purchase spendPurchase volumesSupplier spendProduct spendPrice movementsOrder frequencyLead timesDelivery performanceSpend AnalysisAt Specialist level:Identify purchasing trendsIdentify consolidation opportunitiesHighlight high-spend categoriesIdentify potential cost-saving opportunities📋 Supplier QuotationsRequest quotations from approved suppliersConsolidate quotation responsesCompare:PriceQualityLead timePayment termsDelivery termsWarrantyService levelsPrepare commercial comparisons for review🔄 Purchase-to-Pay ProcessSupport the purchasing process from:Requisition → Approval → Purchase Order → Supplier Confirmation → Delivery → Goods Receipt → Invoice → PaymentThree-Way MatchingWhere applicable, support matching between:Purchase OrderGoods ReceiptSupplier InvoiceIdentify discrepancies and coordinate resolution with:SuppliersFinanceWarehouseProcurement💳 Invoice & Payment SupportReview supplier invoices against purchase ordersIdentify:Price discrepanciesQuantity discrepanciesMissing receiptsDuplicate invoicesIncorrect taxCoordinate invoice-resolution activitiesFollow up on approved supplier-payment issues📦 Inventory & Purchasing CoordinationWork closely with Inventory Planning and Demand Planning to align purchasing with:Demand forecastsStock levelsReorder pointsSafety stockLead timesMinimum order quantitiesMaximum stock levelsStock AvailabilitySupport purchasing decisions that maintain product availabilityEscalate potential stockout risksOverstockIdentify purchasing commitments contributing to excess inventorySupport corrective actions🔄 Replenishment PurchasingSupport recurring purchasing requirements based on:Reorder levelsSales demandInventory positionLead timesSupplier minimum order quantitiesReorder AnalysisReview open ordersIdentify upcoming purchasing requirementsCoordinate replenishment with relevant planning teams🛒 Retail PurchasingWhere applicable, support purchasing for:Retail merchandiseStore suppliesPromotional materialsPackagingConsumablesOperational suppliesEquipmentMaintenance itemsCoordinate closely with:MerchandisingCategory ManagementStore ManagementRetail Operations📊 Key Performance AreasPerformance may be measured against:Purchase-order accuracyPO processing timeSupplier on-time deliverySupplier fill ratePurchase-price varianceCost savingsCost avoidanceSupplier performanceOpen-PO agingInvoice discrepancy rateContract complianceMaverick spend reductionInventory availabilityPurchasing cycle timeData accuracyDocumentation accuracyIssue-resolution timeReporting accuracyProcess-efficiency improvements🇦🇪 UAE EnvironmentThe successful candidate should understand the UAE purchasing and supply-chain environment, including local and international supplier coordination, import lead times, logistics, customs considerations, and multi-location retail operations.Experience supporting purchasing activities across Dubai, Abu Dhabi, Sharjah, and other UAE markets is highly desirable.Knowledge of UAE/GCC supplier markets, regional logistics, seasonal purchasing requirements, and local business practices is beneficial.💼 Preferred Industry ExperienceExperience in one or more of the following is advantageous:RetailFMCGGroceryFood & BeverageFashionBeautyLuxuryElectronicsHealthcarePharmaceuticalsConsumer GoodsHome & LivingGeneral MerchandiseHospitalityE-commerceDistributionWholesale✅ What We're Looking ForDiploma or bachelor's degree in Procurement, Supply Chain, Purchasing, Business Administration, Logistics, Operations, Finance, Economics, or a related field1–5+ years of relevant experience in purchasing, procurement, supply chain, buying, sourcing, supplier coordination, or purchasing administrationStrong organizational and numerical skillsStrong attention to detailGood understanding of purchasing processesGood Microsoft Excel capabilityStrong supplier-communication skillsAbility to manage multiple purchase orders and deadlinesCommercial awarenessAbility to work cross-functionallyStrong problem-solving skillsUAE/GCC purchasing or supply-chain experience is highly desirable🌟 Preferred QualificationsBachelor's degree in a relevant fieldCIPS qualification or equivalent procurement certificationSupply-chain qualificationAdvanced Excel certificationERP experienceProcurement-system experienceSupplier-management experienceSpend-analysis experienceContract-management exposureImport/export purchasing experienceRetail purchasing experienceE-commerce procurement experienceExperience in a large or multinational organizationFluency in English is required; Arabic is an advantage🌟 What We OfferFull-time position based in the United Arab Emirates 🇦🇪Competitive salaryPerformance incentives where applicableProfessional development in purchasing, procurement, and supply-chain managementExposure to Strategic Sourcing, Procurement, Supplier Management, Category Management, Inventory Planning, Logistics, Finance, and Retail OperationsOpportunities to work with modern ERP and procurement systemsCareer progression toward Senior Purchasing Specialist, Purchasing Manager, Procurement Specialist, Procurement Manager, Buyer, Sourcing Specialist, or Supply Chain SpecialistMulticultural working environmentComprehensive benefits package