Procurement Assistant

Role and Responsibilities

• Track the status of requisitions, contracts, and orders.
• Perform buying duties when necessary.
• Prepare purchase orders and send copies to suppliers and to departments originating requests.
• Calculate costs of orders, and charge or forward invoices to appropriate accounts.
• Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
• Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications.
• Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Prepare, maintain, and review purchasing files, reports and price lists.
• Review requisition orders to verify accuracy, terminology, and specifications.
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes.
• Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered.
• Train and supervise subordinates and other staff.
• Undertake any other duties arises from time to time as instructed by Head of Department

Job Success Requirements

• Diploma holder.
• Computer literate.
• Speak fluently in Bahasa & English
• Ability to converse in Mandarin will be added advantage

Additional Notes / Desirable Skills

• Strong negotiation skills
• Critical thinking, decisions making and problems solving skills