Purchasing Assistant

Description:

Purpose

• To ensure that all Suppliers have on time service regarding issuing of new & updated POs
• Support planning with ordering of all Direct good and parts
• Ensure correct paperwork arrives with deliveries including bar codes
• Ensure on time deliveries from suppliers

Duties and Responsibilities

• Raise all PO's for suppliers on approval from MCO regarding pricing for Materials & BOPs
• Raise PO for all COO approved requests received
• Raise PO for all Capex related items, and get advance payments approved where required
• Raise Item Codes, get MCO IRM Updates and then get Finance link to supplier on those item codes
• Compile daily report on all costs related to Direct buy against budget and provide report to Unit Head on a Weekly bases
• Entry Pending - ensure that all suppliers are paid on time and not more than 3 items to be open per week
• Weekly meeting with MCO, Back Office, Local Finance and Stores to clear outstanding supplier payments
• No excess ordering of goods and no short ordering
• Send daily Direct materials & BOP spend vs Budget to MCO
• Phone suppliers to negotiate prices on quotes for all new projects
• Cost reduction - negotiate with suppliers for cost down before rasing the PO
• File all PO's together with supporting documents for Audit Purposes
• Vendor registration - Receive & check supplier documents before getting unit signatures, then send to MCO for vendor registration
• File all approved vendor registration documents
• Complete advance payment documents, get local signature approval and send to MCO for final signatures
• Follow up on the advance payment progress with Back Office (Finance)
• Follow up via email & telephone with MCO for IRM updates
• Support during Audits

Requirements:

• To ensure that all Suppliers have on time service regarding issuing of new & updated POs
• Support planning with ordering of all Direct good and parts
• Ensure correct paperwork arrives with deliveries including bar codes
• Ensure on time deliveries from suppliers

• Raise all PO's for suppliers on approval from MCO regarding pricing for Materials & BOPs
• Raise PO for all COO approved requests received
• Raise PO for all Capex related items, and get advance payments approved where required
• Raise Item Codes, get MCO IRM Updates and then get Finance link to supplier on those item codes
• Compile daily report on all costs related to Direct buy against budget and provide report to Unit Head on a Weekly bases
• Entry Pending - ensure that all suppliers are paid on time and not more than 3 items to be open per week
• Weekly meeting with MCO, Back Office, Local Finance and Stores to clear outstanding supplier payments
• No excess ordering of goods and no short ordering
• Send daily Direct materials & BOP spend vs Budget to MCO
• Phone suppliers to negotiate prices on quotes for all new projects
• Cost reduction - negotiate with suppliers for cost down before rasing the PO
• File all PO's together with supporting documents for Audit Purposes
• Vendor registration - Receive & check supplier documents before getting unit signatures, then send to MCO for vendor registration
• File all approved vendor registration documents
• Complete advance payment documents, get local signature approval and send to MCO for final signatures
• Follow up on the advance payment progress with Back Office (Finance)
• Follow up via email & telephone with MCO for IRM updates
• Support during Audits

• Be accurate, alert and attentive
• Excellent communication and negotiation skills
• Proven history of effective supply management
• Able to create and administer a task priority list based on company needs
• Be an orderly thinker and worker

• Matriculation or equivalent qualification
• Data processing school training beyond high school or equivalent experience
• Two to three years of experience in a purchasing role

Personal Specifications

• Be accurate, alert and attentive
• Excellent communication and negotiation skills
• Proven history of effective supply management
• Able to create and administer a task priority list based on company needs
• Be an orderly thinker and worker

Qualifications and Experience

• Matriculation or equivalent qualification
• Data processing school training beyond high school or equivalent experience
• Two to three years of experience in a purchasing role