Job Description

OVERVIEW

The

Assistant to the Procurement Manager

provides administrative, analytical, and operational support to ensure efficient procurement processes across the organisation. This role involves assisting with supplier communication, managing purchase orders, analysing data, and coordinating daily procurement activities. It requires strong organisational skills, attention to detail, and the ability to work closely with internal stakeholders and external suppliers.

KEY RESPONSIBILITIES

Procurement Support

Assist the Procurement Manager with day-to-day purchasing activities. Prepare and issue purchase orders based on approved requests. Monitor order status, delivery schedules, and follow up with suppliers to ensure timely fulfilment. Gather and compile supplier quotations for review and comparison. Help maintain accurate records of prices, contracts, product specifications, and supplier details.

Supplier Coordination

Communicate with suppliers regarding orders, lead times, pricing, and documentation. Support supplier onboarding by collecting necessary compliance and registration documents. Assist in resolving supply issues, discrepancies, or quality concerns with suppliers.

Data & Reporting

Update procurement databases, price lists, and supplier performance logs. Prepare regular reports on purchasing activity, cost savings, and key procurement KPIs. Analyse spend data to identify variances or potential cost-saving opportunities.

Administrative Duties

Organise procurement files, contracts, and documentation for audits and internal review. Schedule meetings, supplier calls, and follow-ups on behalf of the Procurement Manager. Maintain accurate records of procurement decisions and approvals.

Cross-Functional Support

Liaise with Finance, Operations, Warehouse, and Quality teams to ensure smooth procurement and delivery processes. Assist in coordinating product samples, quality checks, or trial materials when required.

QUALIFICATIONS & EXPERIENCE

Diploma or bachelor's degree in Procurement, Supply Chain, Business Administration, or related field. 1-3 years of experience in procurement or administrative support roles. Familiarity with procurement or ERP systems (e.g., SAP, Oracle, Sage, Syspro) is an advantage. Strong Excel and data management skills. Good communication and supplier-interaction abilities.

KEY COMPETENCIES

Strong organisational and time-management skills High attention to detail and accuracy Ability to multitask and work under pressure Strong teamwork and communication skills Problem-solving and proactive mindset Integrity and respect for confidentiality



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