Purchase Assistant

Position: Purchase Officer – Purchase Assistant

Reporting: Purchase Supervisor

Main Mission:

• The Purchasing Assistant supports the purchasing supervisor in daily operations related to raw
• materials supplies, as well as undirect purchases for the factory site. In addition, the purchasing
• assistant ensures smooth execution of purchasing operations and steps for the Purchase Supervisor in their absence.

Employment scope of duties:

• Raw materials, buyer plan: 
• Consult the buyer's plan daily and prepare the inter-site raw material order (PO) for the week.
• Identify the raw materials that are out of stock and communicate to the planner and the operations manager the relevant work order (OF).
• Communicate to the Purchase Supervisor if the raw material stock of headquarters is low.
• Communicate the weekly PO to the headquarters.
• Upon reception, forward the import documents (Invoice, packing list, AWB ) to our logistic department & clearing agent.
• Carry out the reception of raw materials in the SageX3 ERP, by recording all traceability elements.
• Inspect the received raw materials and communicate any anomalies to the purchasing supervisor.
• Create and record supplier's offer (distributor, manufacturer, price, incoterm, etc.) into ERP system (SageX3).
• Upon receipt of the import invoices, file them, verify them, find the corresponding PO, have them validated by the operations manager and pass them to the Accounting Department.
• Post the import costs for each import PO.- Undirect purchase / miscellaneous materials.
• Issue the undirect supply purchase order (PO) for small production materials (gloves, droppers, papers, bottles, etc.) based on needs and consumption.
• Handling undirect purchase (office supplies, laboratory supplies, stationery) including favoring non-cash suppliers based on credit terms or payment by transfer.
• Create purchase requests (PR) for all factory purchases and have them approved by the requesting person / Purchase Supervisor and Operation Manager.
• Under the Purchase Supervisor, oversee petty cash for supplies in & out applying good accounting practice rules.
• Manage purchase requests (PR) until they are handed over to the accounting department.
• Provide administrative support and actively take part (find/source relevant suppliers) in the purchase of miscellaneous equipment and factory tools to run operations.
• Assist manufacturing factory activities with the Factory Manager (equipment sourcing) find and compare the suppliers.

General:

The Purchasing Assistant ensures adherence to company policies, procedures, and compliance with regulatory requirements in all purchasing operations.Replace the Purchase Supervisor in case of sick leave & paid leave for major essential follow up.

Contacts:

• Internal : Purchasing supervisor, logistic assistant/supervisor, QHSE manager, production staff, operation manager, planning, accounting department
• External : suppliers

Prerequisites (Training, Work Experience, Skills):

• Bachelor degree in related field or in Business Administration.
• Proficiency in ERP systems and Microsoft Office suite.
• Good level of xls.
• A first experience in purchasing and sourcing. Open to beginner.
• Knowledge of basic supply chain principles (buffer stock & delivery lead times).
• Strong communication and interpersonal skills.
• Attention to detail
• Problem-solving mindset
• Strong coordination skills & Effective communication across departments