The Purchasing Staff is responsible for assisting with the procurement of goods and services required by the organization. This role involves sourcing suppliers, obtaining quotes, placing orders, maintaining records, and ensuring that inventory levels are managed effectively. The Purchasing Staff also works closely with other departments to understand their requirements and ensure timely and cost-effective procurement.

Procurement & Supplier Management:

• Assist in sourcing and identifying reliable suppliers for goods and services.
• Request and evaluate quotes, ensuring cost-effectiveness and compliance with quality standards.
• Prepare and process purchase orders (POs) and follow up on their status.
• Maintain positive relationships with existing suppliers and seek new vendors when needed.

Inventory Management:

• Monitor inventory levels and initiate reorders based on usage and demand forecasts.
• Collaborate with the inventory or warehouse team to track stock levels and manage timely delivery.
• Maintain an accurate record of orders, deliveries, and stock movements.

Order Coordination & Delivery Tracking:

• Ensure that products and services are delivered on time and meet quality standards.
• Address any issues related to delayed or incorrect deliveries, and communicate effectively with suppliers and relevant internal teams.
• Coordinate the receipt of goods, ensuring they match the purchase order specifications and quantities.

Data Entry & Documentation:

• Maintain accurate purchasing records, including purchase orders, supplier contracts, and invoices.
• Update and maintain the procurement database or management system to ensure up-to-date information.

Budget & Cost Control:

• Assist in the preparation of purchase budgets by providing accurate forecasts and tracking expenditures.
• Help identify opportunities for cost reduction or value-added services.

Compliance & Reporting:

• Ensure that all procurement activities comply with company policies, legal regulations, and ethical standards.
• Prepare and submit regular reports on purchasing activities, supplier performance, and inventory status.

Cross-Functional Collaboration:

• Work closely with departments such as finance, warehouse, production, and sales to ensure purchasing aligns with operational needs.
• Assist in resolving any discrepancies or issues related to procurement and delivery.

• Bachelor’s degree in Business Administration or a related field.
• With 1-2 years of experience as a Purchasing Staff
• With knowledge in inventory
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite and HR software.
• Can start ASAP