Procurement Assistant (Open to Fresh Grads)

OVERALL PURPOSE

To provide purchasing and procurement support to the Purchasing Manager in achieving the organization's sales and profitability objectives. The role is responsible for supporting inventory management, supplier coordination, purchasing operations, and administrative processes to ensure efficient procurement activities, optimal resource utilization, and effective supply chain operations.

RESPONSIBILITIES AND DELIVERABLES

1. Inventory and Financial Management

• Monitors inventory levels and supports the maintenance of appropriate reorder points and days of supply to ensure product availability and compliance with established purchasing guidelines.
• Coordinates with suppliers and internal departments to support supply chain efficiency and meet established customer service level requirements.
• Assists in optimizing the utilization of the purchasing budget by monitoring product requirements, account allocations, and SKU performance in accordance with established purchasing objectives.
• Monitors outstanding vendor balances, including receivables and payables, and coordinates with relevant departments and suppliers to facilitate timely settlement and maintain good vendor relationships.

2. Purchasing Operations and Administration

• Coordinates with suppliers and internal departments to facilitate the successful execution of business activities, including promotional campaigns, vendor transactions, operational procedures, and other departmental initiatives.
• Ensures the accuracy and timely updating of product and vendor information in the system, including pricing, discounts, rebates, shelf life, barcodes, and other relevant details.
• Prepares, maintains, and submits accurate and complete purchasing documents and reports within prescribed timelines to support accounting processes and ensure consistency of records with external parties.
• Monitors and coordinates the timely retrieval and processing of product returns, including bad orders, good stocks, and phased-out items, in accordance with established procedures.
• Provides administrative and operational support to other buyers as needed to ensure continuity of purchasing activities.
• Responds promptly to internal and external customer inquiries, requests, and concerns within the scope of authorized responsibilities.

3. Supplier Coordination and Business Support

• Conducts price checks and gathers relevant market and competitor information to support purchasing decisions and business development initiatives.
• Coordinates and participates in supplier meetings as required.
• Assists in the preparation of meeting materials, including pre-meeting requirements, meeting documentation, and post-meeting follow-ups.
• Communicates with suppliers and monitors pending requests, agreements, and other deliverables to ensure timely action and resolution.

4. Teamwork and Other Responsibilities

• Undertakes additional responsibilities and assignments as required to support departmental priorities and operational requirements.
• Coordinates with the immediate supervisor regarding individual development, training needs, and other work-related concerns.
• Demonstrates initiative, flexibility, and a collaborative approach in supporting departmental objectives and overall team performance.

QUALIFICATIONS

Education:

• Bachelor's degree in Business Administration, Supply Chain Management, Management, or any related field.
• Fresh graduates may be considered, preferably with relevant internship experience in purchasing, procurement, or supply chain operations.

Experience:

• Preferably with at least 1 year of experience in purchasing, procurement, inventory management, or administrative coordination.
• Experience dealing with suppliers, processing purchase orders, monitoring inventory, and maintaining purchasing documentation is an advantage.

Knowledge and Skills:

• Basic understanding of purchasing, procurement, inventory management, and supply chain processes.
• Proficient in Microsoft Office applications, particularly Excel, for data monitoring, reporting, and documentation.
• Familiarity with ERP systems or inventory management software is an advantage.
• Good numerical, analytical, and organizational skills, with strong attention to detail.
• Effective communication and coordination skills when dealing with suppliers and internal stakeholders.
• Ability to manage multiple tasks, prioritize deadlines, and work collaboratively with different departments.
• Demonstrates initiative, accountability, and willingness to learn.

Additional Competencies:

• Strong customer service orientation.
• Good negotiation and interpersonal skills.
• High level of accuracy and attention to detail.
• Ability to work independently while supporting overall team objectives.