Job Summary

The Procurement Assistant will play a key role in Tender & ToR preparation, sourcing of relevant suppliers & supplier management. The role will play a key part in the effectiveness of the organization’s operations.

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description


  • Purchasing
  • Obtain quotes for standard stock and direct purchase
  • Prepare comprehensive price adjudications for standard stock and direct purchase items.
  • Prepare and issue orders/amendments for standard stock items and direct
  • purchase items as required.
  • Send purchase orders to suppliers and obtain receipt
  • Expedite outstanding quotes.
  • Ensure purchasing policy and procedures are adhered to.
  • Ensure purchase orders and quotes are processed within the stipulated time frame.
  • Clarifying purchasing requests with originators if necessary, to ensure requirements are adequately described and the correct specification are forwarded.
  • Identification and implementation of business opportunities.
  • Obtain savings through supplier
  • Negotiations, warranties and credit facility
  • Evaluate performance of all suppliers, vendors and goods delivery and make recommendations to improve processes for local purchasing process
  • Review requisition for completeness and accuracy, follow up on discrepancies with the initiating department, identify available suppliers for each requisition item
  • Review quality of purchased products
  • Research potential Vendors
  • Compare and evaluate offers from Suppliers
  • Supervise all products and monitor for transport damage and return goods
  • Evaluate performance of all carriers, vendors and goods delivery and make recommendations to improve processes for overseas buying process


  • Expedite overdue orders to ensure timely delivery
  • Obtain a delivery date to Freight Forwarder from the Supplier and recording of such on Mainpac system
  • Expedite overdue orders with Suppliers and record revised delivery dates on Mainpac system
  • Liaise with supplier, Freight Forwarder at country of origin as well as country of destination to ensure that all documentation required for customs issues are in order
  • Obtain all documentation relevant to the container and keep on order file until container is received on site.
  • Expedite container from Port of dispatch to Port of destination and record on Mainpac system
  • Keep a record of all reasons for delay at Port of destination and take corrective action when required.

Relationship with Supplier and Customers:

  • Communicate with end users on purchase queries and provide advice where possible.
  • Resolve queries from internal and external sources 


  • Ensure that all purchase orders and correspondence is filed correctly.
  • Communicate item description, supply and specification changes to inventory department to ensure stock catalogue is correct and up to date
  • Addresses problems when possible or reports to procurement In-charge and Supply Chain 


  • Update tacking report as and when required
  • Update records in the purchasing system
  • Maintain purchasing reports and prepare purchasing statistics for Month end reporting
  • Attend trade shows and exhibitions to stay up-to-date with industry trends
  • Prepare weekly & Monthly reports on purchases, including cost analysis
  • Maintain updated records of purchased products, delivery information and invoices
  • Coordinate with the clearing Agent for the purchase of Overseas goods
  • Review of the Invoices submitted by the clearing Agent
  • Manage all documentation for overseas purchases
  • Preparation of Tender evaluation
  • Provide analysis on detail cost comparison
  • Prepare weekly and Monthly Purchase report and submit to Procurement In-charge
  • Maintain the Health and Safety Policy as applicable to your area of responsibilities
  • Carries out any reasonable task or duty of similar nature as instructed by the Procurement manager

Education and Qualifications:

  • Diploma in Procurement or Bachelor’s degree in Supply Chain Management, or Logistics
  • To be a member of the PSPTB will be added advantage

Requirements: 2-3 years’ experience in Procurement


  • Deep understanding and professional experience with Purchasing Contracts
  • Strong verbal and written communication skills
  • Experience with an ERP/SAP is a plus
  • Advanced skills with Microsoft Excel
  • Excellent negotiation, customer service and consulting skills


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