Purchase Associate

Job Description

1. Purchase Requisition Management: Review and Evaluate PRs: Examine incoming purchase requisitions from various departments to ensure completeness, accuracy, and alignment with the organization s needs. Clarify Requirements: Communicate with internal stakeholders (e. g. , department heads) to clarify any discrepancies or missing information in the requisitions. 2. Vendor Management: Request for Quotations (RFQs): Send out RFQs to vendors and assess their quotes based on price, quality, delivery time, and terms. 3. Purchase Order Creation: Generate Purchase Orders (POs): Create and issue POs based on approved requisitions and vendor quotes. PO Confirmation: Follow up with vendors to confirm receipt of POs and track expected delivery timelines. 4. Order Follow-Up and Expediting: Track Deliveries: Monitor the status of orders and follow up with vendors to ensure timely deliveries. Address Delays: Work with vendors to address any delays or issues, ensuring minimal disruption to operations. 5. Documentation and Record-Keeping: Maintain Records: Keep accurate and organized records of all purchase orders, quotations, and vendor communications for future reference and audit purposes. Ensure Compliance: Ensure all procurement activities comply with internal policies, legal requirements, and corporate governance standards. 6. Coordination with Finance and Inventory: Coordinate with Finance: Ensure that invoices match purchase orders and requisitions for smooth processing of payments. 7. Reporting: Generate Reports: Prepare regular reports on purchase activities, cost savings, vendor performance, and procurement metrics for management review. Invoice verification: To track and validate the pending invoices and ensure its timely closure Monitor Trends: Identify trends in purchasing and suggest improvements to streamline processes. 8. Problem-Solving: Issue Resolution: Address any procurement-related issues, such as discrepancies between orders and deliveries, damaged goods, or disputes with suppliers. Escalation: Escalate unresolved issues to senior management or the relevant departments. 9. Continuous Improvement: Process Improvement: Contribute to the continuous improvement of the process thereby yielding Productivity and quality Improvement