Purchasing & Supply Chain Assistant

OVERALL PURPOSE

To provide operational and administrative support to the Purchasing Department in ensuring the timely and accurate replenishment of inventory and availability of products. The role is responsible for preparing purchase orders, monitoring sales trends and inventory levels, coordinating with suppliers and internal departments, and supporting efficient supply chain operations to meet business and customer requirements.

RESPONSIBILITIES AND DELIVERABLES

1. Purchasing and Order Management

• Prepares and processes purchase orders based on established purchasing guidelines, inventory requirements, and replenishment schedules.
• Reviews sales trends, inventory levels, and product movement to determine appropriate stock requirements and support timely replenishment.
• Ensures the accuracy of purchase orders, including product specifications, quantities, pricing, and other relevant details.
• Coordinates with Purchasing Officers, Managers, and the Group Purchasing Manager regarding order requirements, purchasing priorities, and other operational concerns.
• Monitors the status of purchase orders and follows up with suppliers to ensure timely processing and delivery.

2. Inventory Monitoring and Supply Chain Coordination

• Monitors inventory levels and product availability to help maintain sufficient stock and minimize overstocking or stock shortages.
• Reviews sales performance and inventory movement to identify replenishment requirements and potential supply concerns.
• Coordinates with relevant departments to address inventory discrepancies, stock availability issues, and other supply chain concerns.
• Supports the implementation of inventory replenishment processes and ensures adherence to established procedures and operational standards.

3. Supplier and Internal Stakeholder Coordination

• Coordinates with vendors regarding operational expenditure (OPEX)-related concerns, including order requirements, delivery matters, and other supplier-related issues.
• Communicates with the Sales Department regarding product availability, order requests, and other purchasing-related inquiries.
• Provides timely updates to the Sales Team on the status of requests, inventory availability, and order fulfillment.
• Works closely with internal departments and external suppliers to facilitate smooth purchasing and supply chain operations.
• Escalates unresolved supplier and operational concerns to the immediate supervisor when necessary.

4. Administrative and Operational Support

• Provides day-to-day purchasing and administrative support to the Purchasing Officer, Purchasing Manager, and Group Purchasing Manager.
• Maintains accurate and updated purchasing records, inventory reports, order documentation, and other relevant files.
• Assists in preparing reports and monitoring operational data to support purchasing and inventory-related decisions.
• Ensures compliance with established purchasing policies, procedures, and documentation requirements.
• Undertakes other related duties and responsibilities as assigned by the immediate supervisor to support departmental objectives.

QUALIFICATIONS

Education:

• Bachelor's degree in Business Administration, Supply Chain Management, Operations Management, or any related field.

Experience:

• Preferably with at least 1 year of experience in purchasing, supply chain, inventory management, logistics, or related administrative functions.
• Fresh graduates with strong numerical, analytical, and organizational skills may also be considered.

Knowledge and Skills:

• Basic understanding of purchasing, inventory management, stock replenishment, and supply chain processes.
• Comfortable working with numbers, inventory data, and sales reports.
• Ability to review sales trends and inventory movement to support purchasing and replenishment decisions.
• Proficient in Microsoft Office applications, particularly Excel.
• Familiarity with ERP systems, inventory management platforms, or purchasing systems is an advantage.
• Strong organizational, analytical, and problem-solving skills.
• Effective communication and coordination skills when dealing with internal and external stakeholders.
• Ability to manage multiple priorities, work under pressure, and meet operational deadlines.

Personal Attributes:

• Organized, detail-oriented, and systematic in handling tasks.
• Process-driven, with a strong appreciation for accuracy and established procedures.
• Demonstrates initiative, accountability, and sound business judgment.
• Adaptable and comfortable working in a fast-paced environment.
• Able to collaborate effectively with different teams and external partners.