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Procurement Assistant
1 week ago
Job description
Procurement Assistant, supporting the procurement department and assisting with the procurement process, ensuring timely and cost-effective acquisition of goods and services needed for the organization's operations.
Responsibilities
- Receiving Purchase Requests: Receive purchase requests from different departments or units within the organization.
- Reviewing Purchase Requests: Review the purchase requests to ensure that they are complete, accurate, and properly documented. Check for essential information such as the item or service needed, quantity, specifications, budget allocation, and any necessary approvals.
- Clarifying Details: If there are any missing or unclear details in the purchase request, the Procurement Assistant may need to communicate with the requester to gather the necessary information or seek clarifications.
- Budget Verification: Procurement Assistants verify whether the purchase request aligns with the allocated budget for the requesting department. If the request exceeds the budget, they may need to coordinate with the department to determine if adjustments are possible or if additional approvals are required.
- Supplier Sourcing: Based on the specifications provided in the purchase request, the Procurement Assistant identifies potential suppliers who can provide the requested item or service. This may involve consulting a list of approved suppliers or conducting market research to find suitable options.
- Obtaining Quotes: The Procurement Assistant obtains price quotes from the identified suppliers. This could involve sending out requests for quotes and negotiating prices to secure the best deal for the organization.
- Comparing Options: After receiving quotes from different suppliers, the Procurement Assistant compares the options based on factors such as price, quality, delivery time, and supplier reputation. This comparison helps in making an informed decision.
- Requesting Approval: If the purchase request involves a significant expense or requires approvals from higher levels of management, the Procurement Assistant may prepare a summary of the options and recommendations for approval.
- Creating Purchase Orders: Once the supplier and terms are finalized, the Procurement Assistant creates a purchase order. The purchase order includes details such as the item or service description, quantity, price, delivery date, and terms of payment.
- Order Confirmation: After creating the purchase order, the Procurement Assistant confirms the order with the selected supplier. This step ensures that the supplier is aware of the order and its details.
- Communication: Throughout the process, the Procurement Assistant maintains open communication with the requesting department, providing updates on the status of the purchase request, estimated delivery dates, and any relevant information.
- Record Keeping: All correspondence, purchase orders, quotes, and related documentation are properly documented and filed for future reference and auditing purposes.
- Cost Tracking: Monitoring and tracking expenses related to procurement activities, helping to ensure that budgets are adhered to.
Qualifications
Bachelor's degree in engineering background, with accounting knowledge is preferred but not mandatory. Freshers are welcome to apply.
Salary:
From AED4,000.00 per month
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