Purchasing Assistant (Import)

Job description:

As an Import Purchaser, you will be responsible for sourcing, negotiating, and purchasing goods from international suppliers to meet the company’s operational needs. Leveraging your experience and expertise in the Vietnamese market, you will ensure that all imports comply with local and international regulations, and that they meet quality and cost standards. Your role includes managing the import process, from identifying suppliers to coordinating logistics and ensuring timely delivery of products.

Duties and Responsibilities:

1. Supplier Sourcing and Evaluation:

• Identify and evaluate international suppliers based on quality, cost, reliability, and compliance with regulations.
• Develop and maintain a database of qualified suppliers and establish strong relationships with them.
• Conduct market research to stay informed about global sourcing trends and opportunities.

2. Negotiation and Contract Management:

• Negotiate prices, terms, and conditions with suppliers to secure the best deals.
• Draft, review, and manage purchase orders, contracts, and agreements.
• Ensure that all procurement activities comply with company policies and legal requirements.

3. Order Management:

• Place orders with suppliers and manage the order process to ensure timely delivery.
• Track and monitor the status of orders, resolving any issues that arise.
• Ensure accurate and timely documentation for all import transactions.

4. Logistics Coordination:

• Coordinate with logistics providers to manage the transportation and delivery of imported goods.
• Ensure that all import activities comply with customs regulations and import/export laws.
• Handle any logistics-related issues, such as delays, damages, or discrepancies.

5. Quality Control:

• Establish and enforce quality standards for imported goods.
• Arrange for inspections and quality checks to ensure products meet specified standards.
• Address and resolve any quality issues or non-compliance with suppliers.

6. Cost Management and Budgeting:

• Monitor and analyze costs to identify potential savings and efficiencies.
• Develop and manage budgets for import purchasing activities.
• Provide regular reports on spending, cost performance, and supplier performance.

7. Compliance and Documentation:

• Ensure that all import activities comply with local and international trade regulations.
• Prepare and manage all necessary documentation for import transactions, including invoices, ...
• Stay updated on changes in trade regulations and compliance requirements.

8. Stakeholder Collaboration:

• Work closely with internal departments such as finance, operations, and logistics to ensure seamless import processes.
• Communicate effectively with stakeholders to keep them informed of import activities and any potential issues.

Qualifications:

• Bachelor’s degree in Supply Chain Management, International Business, Business Administration, or a related field.
• Minimum of 3 years of experience in import purchasing or procurement, with specific experience in the Vietnamese market.
• In-depth knowledge of international trade regulations, import/export laws, and compliance standards.
• Proven negotiation skills and a track record of successful procurement deals.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Proficiency in English; additional languages such as Vietnamese are a plus.
• Ability to work independently and manage multiple tasks simultaneously.
• Familiarity with ERP and procurement software systems.

Tools and Technologies:

• Documentation and Compliance Tools: Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace.
• Communication Tools: Email, phone, video conferencing tools (Zoom, Microsoft Teams).
• Project Management Tools: Asana, Trello, or similar platforms for managing tasks and deadlines.