Assistant Sourcing & Trading Manager

Job Purpose:

To support sourcing, purchasing, importation and trading of assigned food or beverage products, achieve the sales budget, and ensure competitive costs, compliant imports, timely delivery and effective stock and sales support.

Key Result Areas:

Each Assistant is responsible for the following activities within the assigned Food or Beverages category.

Key Responsibilities:

1. Analyze purchasing spend and demand to identify import opportunities, cost savings and product consolidation opportunities.

2. Source and evaluate suppliers for quality, capacity, reliability, compliance and commercial competitiveness.

3. Source food or beverage products, obtain samples and assess specifications, quality and market suitability.

4. New Product Development: Coordinate the development of new products with suppliers and internal teams, including specifications, samples, testing, costing and launch preparation.

5. Market Survey: Conduct market surveys to assess customer needs, product trends, competitor offerings and pricing; recommend new product and sourcing opportunities.

6. Coordinate product license applications and renewals, maintaining required certificates and supporting records.

7. Complete new vendor registration and maintain accurate supplier profiles, banking details and supporting documents.

8. Obtain and compare quotations; negotiate prices, minimum order quantities, lead times and payment terms.

9. Confirm agreed Incoterms and document responsibilities for freight, insurance, delivery costs and transfer of risk.

10. Prepare purchasing agreements and contracts for review and approval; monitor agreed terms and supplier performance.

11. Issue purchase orders within approved authority and follow up on confirmations, production and shipment schedules.

12. Arrange freight, compare forwarder quotations and monitor bookings, shipment progress and delivery schedules.

13. Check and manage shipping documents, including invoices, packing lists, transport documents and certificates of origin.

14. Maintain HS code and tariff rate records; coordinate classification verification and updates with customs brokers.

15. Coordinate customs clearance with brokers and relevant parties, ensuring complete and accurate import documentation.

16. Coordinate approval and timely payment of import duties and taxes; retain payment records for reconciliation.

17. Arrange product delivery and transport to warehouses and customers, including temperature control where required.

18. Prepare landed cost calculations covering product cost, freight, insurance, duties, taxes and local handling charges.

19. Manage claims for shortages, damage and quality issues; follow up on compensation, credit notes or replacements.

20. Coordinate supplier payments with Finance, matching invoices, purchase orders and goods receipt records.

21. Coordinate warehouse receiving and stock management; verify quantities, quality, expiry dates and inventory records.

22. Coordinate product packing, repacking and labeling to meet handling, storage and customer delivery requirements.

23. Support sales budget preparation and monitor sales, costs and variances for the assigned product category.

24. Coordinate product training and tasting sessions with suppliers, sales teams and customers; collect product feedback.

General:

Work closely with hotels, suppliers, Finance, warehouses and logistics partners on forecasts, orders and deliveries. Maintain accurate records and escalate supply, quality, cost and compliance issues to Director of Sourcing and Trading.

Key Qualifications:

1. 5–10 years of experience in imports, sourcing or purchasing.

2. Proficiency in data management and Microsoft Office, with good attention to detail.

3. Good English communication, coordination and negotiation skills.

4. Ability to work under pressure and meet deadlines.

5. Ability to multitask and manage competing priorities.

6. Results oriented, with a focus on achieving agreed targets.