GENERAL PURPOSE OF THE JOB
The Senior Purchasing Assistant is responsible for assisting the Purchasing and Logistics Department in efficiently sourcing and procuring materials, equipment, and services for PHC and its real estate development projects while ensuring compliance with regulations, maintaining accurate records, and fostering positive relationships with suppliers.
DUTIES AND RESPONSIBILITIES
Purchasing and Procurement
· Issues purchase orders to suppliers, distributors, and manufacturers;
· Ensures that orders received are accurate;
· Assists the end-user in receiving goods to ensure that goods received are not damaged and are of the right quality goods are received by the requestor/end-user;
· Ensures the compliance of the suppliers and requesters throughout the purchasing process from requisition up to the delivery of the purchased goods;
· Works closely with relevant departments to ensure products purchased are in line with the needs of the company;
· Works with end users to compare deliveries with purchase orders to identify discrepancies;
· Prepares Changes in Purchase Orders Forms (CPO) as may be necessary eg. Change of name, price, quantity, and specifications;
· Maintains current awareness of industry market trends;
· Conducts competitor analysis to identify the cheapest products with good quality;
· Keeps accurate records of purchases made;
· Ensures vendors are being accredited every 3 years or as soon as it expires;
· Checks and recommends the accreditation papers of new suppliers, and ensures that all awarded suppliers are accredited
Vendor Management
· Performs vendor research and selection to have a lot of suppliers;
· Maintains cordial working relationships with vendors and supervises vendor activities;
· Conducts ongoing market research to identify beneficial purchase agreements and potential vendors;
· Prepares Vendor Master Data Requisition form for a new supplier and forwards it to the Finance and Accounting Department;
· Assists the Purchasing Manager in sourcing and evaluating the capabilities of potential vendors, suppliers, and third-party service providers to provide goods and services to PHC; and
· Attends to the concerns of new and old suppliers, vendors, and third-party providers, regarding payment schedules, procurement requirements of stakeholders and requesting Departments, Agreed-upon Contracts, and Service Level Agreements (SLAs) to ensure compliance with terms.
Other Tasks
· Performs other tasks that may be assigned by the Procurement Manager depending on the exigencies of the organization.