Procurement Assistant

“The Procurement Assistant supports purchasing activities through supplier coordination, order processing, system updates, and stock monitoring, while ensuring accurate documentation and maintaining strong vendor relations.

A description of your main scope of services, however not exhaustive, is detailed below:

1.         Purchase Order & Procurement Support

• Assist in the preparation and processing of purchase orders in line with approved requests.
• Review and verify purchase documentation for accuracy and compliance.
• Monitor order status and follow up with suppliers to ensure timely delivery.
• Support procurement projects and initiatives as assigned by management.

2.         Invoice & System Processing:

• Translate vetted Proforma Invoices into the company’s standardised format.
• Ensure accurate entry and validation of Proforma Invoices in the system.
• Verify that all purchase requisitions and system entries comply with company requirements.
• Monitor invoice and order data to ensure accuracy and resolve discrepancies.

3.         Vendor & Supplier Coordination

• Liaise with suppliers regarding order confirmations, delivery schedules, and discrepancies.
• Maintain effective working relationships with suppliers to ensure reliability and responsiveness.
• Assist in evaluating supplier performance and maintaining vendor records.

4.        Inventory & Stock Monitoring

• Coordinate with warehouse and inventory teams to align procurement with stock needs.
• Assist in tracking product movement to prevent shortages and overstock.
• Support reconciliation of procurement and stock records.

5.         Documentation & Reporting

• Maintain up-to-date and accurate procurement records (Proforma Invoices, purchase orders, contracts, supplier communications).
• Ensure documentation is complete and available for audits and compliance reviews.
• Assist in preparing procurement reports and summaries for management.

6.         Compliance & Cost Efficiency

• Ensure all procurement activities comply with company policies and procedures.
• Assist in monitoring supplier pricing, payment terms, and conditions.
• Contribute to cost-saving initiatives without compromising quality and service.

7.         Administrative Support:

• Provide administrative assistance to the finance team, including meeting coordination and correspondence.
• Perform any other cognate duties within the scope of responsibilities.

 Qualifications:

• Diploma or Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, or related field (or equivalent work experience).
• Previous experience in procurement, purchasing, or sales administration within the retail sector is an advantage.
• Knowledge of procurement processes, supplier coordination, and inventory management.

Technical Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Familiarity with procurement systems or ERP platforms.
• Strong numerical skills and high accuracy in data entry.
• Ability to prepare and maintain procurement documents and reports.

 Soft Skills:

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills for dealing with suppliers and colleagues.
• Detail-oriented with the ability to spot and resolve discrepancies.
• Problem-solving mindset with the ability to work under tight deadlines.
• Team player with the ability to work independently when required.
• Integrity and professionalism in handling sensitive procurement and financial information.