Purchasing Agent

Description

Job brief

This is an entry level position, jobs at this level will be at Professional Development Program (PDP) assigned at various related functional departments, primarily, he will be working under close supervision, using prescribed methods, processes and formats to collect and analyse data that will contribute to the performance of the purchasing function.

Responsibilities

• Learn and familiarize with policies, procedures and processes used in the function of materials purchasing.
• Receive and check MPR for such details as date, value description, authority level, charge account, status, etc. within established time limit, notes and refers deviations from the norm to the higher level of supervision.
• Learn to establish availability of material stocks in the warehouses, if required coordinate with requester and inventory planning for more details.
• Assist in the development of the QR for all item value classification levels (Low, High or Public); selecting vendors based on the classification, setting bid closing date, obtaining necessary supervisory authorization and inputting into system.
• Receive bids via established channels (electronic and/or manual), and print hard copy as directed.
• Under close supervision carry out tasks as directed in the processes of technical and commercial bid evaluation and the development of the bid summary and recommendation for approval.
• Participate, under close supervision, in the development of the Purchase Agreement and Resources by collecting needed data, liaising with concerned parties and performing various routine tasks as directed.
• Assist, under close supervision, in the process of placing the Purchase Order; includes input into the system, verifying signature authority level on the PO, making hard copy of the PO, securing supervisory authorization signature and obtaining acknowledgement of receipt of PO by vendor, etc.
• Assist, under close supervision, in the process of following up and expediting the purchase order. Includes liaising and coordinating with users and vendors on changes in materials specifications, Estimated Time of Arrival (ETA), force majure delays, Letters of Credit, import requirements are met, receipt into the warehouse, inspection and acceptance of materials, etc.
• Under close supervision assist with routine clerical tasks required for processing claims. Includes collection of data, liaison and coordination with users and vendors as directed.
• Maintain records and files of transactions related to materials purchasing. May update records as directed.
• Provide assistance under supervision.
• Assist in implement the services and tracking/ reporting requirements under the service level agreement with the end users.
• Undertake self study efforts to improve and develop own capabilities for enhanced performance in the job.

Requirements

• Bachelor’s Degree in Industrial Engineering with 0-2 years of relevant experience.
• Good understanding of the Materials and the range of services.
• Good appreciation of business and technical terminology used in the role.
• Experience of spoken and business writing in English to a good quality.
• Ability to use a range of business software required by the job.