The Procurement Assistant/Buyer is responsible for supporting procurement operations by sourcing goods and services, execution of purchase orders, tracking invoices and closing them with finance dept., ensuring timely purchases, maintaining vendor relationships, and assisting with procurement documentation. The role plays a key part in ensuring that the organization receives high-quality goods and services at competitive prices in a timely and cost-effective manner.
Core Responsibilities:
- Assist in the procurement of goods and services in accordance with organizational policies and procedures, and donor regulations.
- Requests and reviews quotations, compare costs, specifications, and delivery timelines to support supplier selection and draft recommendations.
- Prepares and processes purchase orders (POs) ensuring necessary approvals are obtained and records are maintained.
- Tracks and follow up on POs and deliveries to ensure timely receipt of goods and services, addressing any delays or issues.
- Maintain accurate and organized procurement documentation, including contracts, delivery notes, and invoices.
- Coordinate with the Finance Department to reconcile and close procurement-related invoices in a timely manner.
- Liaise with internal departments to identify procurement needs and provide timely support across functions
- Ensure compliance with procurement SOPs and support adherence to donor and audit requirements.
- Source raw materials, packaging, and consumables for FMCG production, ensuring quality and availability align with production schedules.
- Manage the end-to-end processing of supplier invoices by receiving, verifying, tracking, and following up until closure. Ensure all supporting documentation (e.g., purchase orders, delivery notes, goods receipt notes, commercial invoices and other relevant documents) is complete, accurate, and properly filed. Maintain both physical and electronic records by scanning and archiving all related documentation in accordance with organizational policies and audit requirements.
- Monitor supplier delivery schedules and follow up on pending orders to prevent stockouts or production delays.
- Buildand maintain positive relationships with vendors to ensure reliability, quality, and cost-effectiveness.
Qualifications:
- Bachelor degree in Business Administration, or any other related discipline.
- Strong English and Arabic language skills (written and spoken).
- 0-2 years
- Previous experience in procurement within retail or FMCG industry.
