Administrative Assistant

Description

Job Summary: The Procurement Administrative Assistant supports all stages of the procurement process, ensuring accuracy, compliance, and strong supplier relationships to achieve operational efficiency. Key Highlights: 1. Support in the procurement process for materials and services 2. Management of purchase requisitions, quotations, and negotiations with suppliers 3. Issuance of purchase orders and tracking of deliveries The Procurement Administrative Assistant is responsible for supporting all stages of the procurement process for materials, products, and services—from requisition analysis through final delivery tracking. This role ensures data accuracy, adherence to internal policies, and positive supplier relationships, thereby contributing to the procurement department’s operational efficiency. ### **Key Responsibilities** **1\. Requisition Receipt and Analysis** * Receive, verify, and analyze purchase requisitions submitted by internal departments; * Validate clarity of information and verify alignment with internal standards and procedures; * Contact requesters to clarify or supplement information when necessary. **2\. Quotation and Negotiation** * Conduct quotations with suppliers to secure optimal pricing, delivery timelines, and quality; * Research new suppliers and evaluate competitive alternatives; * Support basic negotiations while ensuring alignment with procurement policies and budget constraints. **3\. Supplier Qualification and Management** * Assist in the registration and qualification process for suppliers and service providers; * Update and maintain an organized supplier database; * Monitor critical information such as document expiration dates and performance history. **4\. Purchase Order (PO) Issuance** * Draft, register, and issue purchase orders in the company’s integrated system; * Verify all details prior to issuance to ensure compliance with approved quotations; * Forward orders to suppliers and record supporting evidence in internal workflows. **5\. Follow-up and Delivery Tracking** * Track issued orders to ensure adherence to agreed delivery timelines; * Identify and resolve delivery discrepancies, delays, or quality issues jointly with requesting departments and receiving teams; * Maintain up-to-date status records to support reporting and departmental KPIs. ### **Desired Competencies** * Organization and attention to detail; * Strong communication and supplier relationship skills; * Agility in problem resolution; * Proactivity and sense of priority; * Familiarity with procurement systems and Microsoft Office suite (Excel preferred); * ERP Systems: Experience with enterprise resource planning (ERP) systems and procurement modules (e.g., SAP B1\). Minimum Education: High School Diploma (Secondary Education)