Purchase Assistant

Job Description/ Position: Purchase Assistant

Department

Procurement / Purchase

Reports To

Purchase Manager / Procurement Head

Job Summary

The Purchase Assistant supports the procurement function by assisting in sourcing materials, coordinating with vendors, preparing purchase documentation, and ensuring timely delivery of materials. The role also provides administrative support for tender documentation and online tender submissions while maintaining accurate procurement records.

Key Responsibilities

• Float enquiries to approved vendors for material and service requirements.
• Obtain quotations from suppliers and prepare comparative statements for evaluation.
• Draft and issue Purchase Orders (POs) as approved by the management.
• Coordinate with suppliers and follow up to ensure timely delivery of materials.
• Verify received materials against the Purchase Order specifications, quantity, and quality requirements.
• Assist in the preparation, compilation, and submission of tender documentation.
• Operate and manage online tender portals for downloading documents, uploading bids, and tracking tender status.
• Maintain procurement records, supplier quotations, purchase orders, and related documentation.
• Coordinate with internal departments to ensure procurement requirements are fulfilled efficiently.
• Support the procurement team in day-to-day purchasing and administrative activities.

Required Qualifications

• Bachelor's degree or Diploma in Commerce, Business Administration, Supply Chain Management, or a related field.
• 1–3 years of experience in procurement, purchasing, or a similar role (freshers with relevant knowledge may also be considered).

Required Skills

• Good understanding of purchase and procurement processes.
• Knowledge of comparative statement preparation and purchase order processing.
• Familiarity with online tender portals and tender documentation.
• Proficiency in Microsoft Excel, Word, and email correspondence.
• Strong communication and vendor coordination skills.
• Good organizational and follow-up abilities.
• Attention to detail and accuracy in documentation.
• Ability to work independently and meet deadlines.

Key Competencies

• Negotiation support
• Time management
• Documentation and record keeping
• Coordination and teamwork
• Analytical and problem-solving skills
• Professional integrity and confidentiality