Procurement Assistant

·      Implement office procurement procedures.

·      Ensure that Purchase Requisitions received are with complete details and duly approved and with supporting documents.

·      Canvass from multiple suppliers for every purchase requirement.

·      Conduct necessary due diligence on new and current suppliers, fill out Supplier Accreditation Report.

·      Select supplier with respect to quality, suitability, delivery history and pricing.

·      Manage and document all incoming and outgoing items in the inventory—including but not limited to major equipment parts, seals, tools, accessories, and attachments.

·      Ensure that all parts, purchased or taken from the equipment, are stored and labeled in a proper manner.

·      Communicate and coordinate with local suppliers for the orders/requirements.

·      Ensure that reported defects, discrepancies, substandard quality, or missing items in any orders of purchased items are properly documented and resolved promptly after conferring with supervisors.

·      Expedite outstanding purchase orders and urgent requirements to ensure delivery schedules/requirements are met.

· Assist suppliers, couriers and forwarders in case of discrepancies in delivery/ shipping details.

· Submit all procurement-related documents—including, but not limited to, invoices, purchase orders, and delivery receipts—to the Accounting Department as required documentation for supplier payments.

· Prepare Payment Requests for all expenses incurred in every shipment e.g., trucking charges, etc.

· Monitor payment due dates for local suppliers and submit to Accounting for payment preparation.

· Assist in resolving invoice discrepancies/ variances raised by Accounts Payable (AP).

· Regularly update the PO Monitoring Report.

· Analyze purchasing and inventory data to identify trends and areas for improvement.

· Collaborate with other departments e.g. Operations, Sales and Rental to align with purchasing requirements.

· Forecast supply and demand to ensure inventory availability.

· Performs other tasks as assigned by his/her superior when necessary.