Procurement Assistant Job Description
Procurement assistant
provides capacity building to staff on policies and procedures of procurement related topics and functional areas.
Procurement Assistant Duties & Responsibilities
To write an effective procurement assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included procurement assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Process local off-program purchase requisitions, short-term supplier selection, negotiations and contracting and ensure accuracy and completeness (e.g., conduct bid process, enter order, expedite order)
Preparing, verifying, abstracting, controlling, or closing out procurement documents, files, reports, or records
Sorting, compiling, typing, and distributing requisitions, contracts, orders, modifications
Tracking the status of requisitions, contracts, and orders using automated or manual files and through contacts with vendors, supply technicians, inventory managers, engineers
Assembling contract file information and entering purchase order or contract data into a management information system
Reviewing reports and researching errors or conflicting information in procurement documentation
Developing manual and/or assisting in the development of automated procurement procedures
Reviewing purchase order or contract files for inclusion of specific documents or clauses as defined in procedures
Maintain collaborative partnerships with suppliers, ensuring effective procurement and query resolution, timely 2 way communications, feedback on performance, highlighting risk/opportunity mitigation/creation – in line with company policies
Escalate to Manager all emerging risks and push for resolution
Procurement Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Procurement Assistant
List any licenses or certifications required by the position: CPM, APICS, UNDP, PMP, CPPO, ISM, UN
Education for Procurement Assistant
Typically a job would require a certain level of education.
Employers hiring for the procurement assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business, Education, Business/Administration, Engineering, Accounting, Finance, Associates, Supply Chain Management, Management, Graduate
Skills for Procurement Assistant
Desired skills for procurement assistant include:
Purchasing and inventory policies and procedures
Procurement policies
Computer systems and software used in functional area
General store keeping
Hospital billing systems and hospital rate file structures
Inventory and stock control methods
Local
Primarily of a disposable nature
Specialized medical and surgical supplies and equipment
State and federal regulatory requirements related to areas of functional responsibility
Desired experience for procurement assistant includes:
Coordinate with requestors to ensure the right materials, specs, quantities and timelines for delivery are well stated in the request
Work with project team members on procurement needs, providing technical support and advice on specifications, cost implications, budget over/under spends, and logistics to support decision making process
Liaise with the Procurement Manager to continually identify office-wide and project procurement needs and actively participate in planning of project activities, Operations team meetings, budgets reviews and field assignments
Maintain appropriate records to ensure that the procurement process, decision, and contractual agreements are accurately documented for accountability and audit purpose
In liaison with the Procurement Manager, ensure timely and accurate processing of client invoices
Verify procurement vouchers before forwarding to finance for paymentRaise appropriate procurement documentation to undertake the required procurement due processes
Procurement Assistant Examples
1
Procurement Assistant Job Description
Job Description Example
Our growing company is looking for a procurement assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for procurement assistant
- Maintain the filing of both hard copy and soft copy of the ongoing and complete procurement requests with all the supporting documents as required
- Insure all purchase orders are complete and reference all necessary conditions and deliverables, including marking, packaging, payment, documentation, shipment, when requested by a Lead Buyer
- Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm
- Monitor supplier performance by troubleshooting and resolving issues
- Management of a team of 4 ensuring high performance and productivity
- Day to day operations with an emphasis on quick response times to the hotel units to limit any potential impact as a result of supply issues on hotel operations
- Sourcing and supply across a wide range of spend categories which includes food, beverage, consumables, service contracts and capital
- Contract tendering, negotiation, implementation and management
- Identify cost saving opportunities that will enhance the profitability of the company
- Data analysis and reporting including monitoring mechanisms that identifies savings achieved by category and supplier
Qualifications for procurement assistant
- Has good interpersonal skills and the ability to work effectively with all levels of the organization
- Proactively employs strategic and critical thinking skills in solving issues and challenges
- Able to stay focused whilst handling multiple priorities
- Two or more years of experience in a supply chain management role, purchasing, sourcing
- Procurement is the major role, taking frequent call
- Until adequately trained it is expected that the candidate will assist with as many procurements as possible to develop their expertise
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Procurement Assistant Job Description
Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of procurement assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for procurement assistant
- Communicate to suppliers the needs and expectations of the company and support the hotels in monitoring supplier performance in line with KPI's, contractual obligations and service level agreements
- Ensure compliance of established purchasing policies and procedures
- Supplier reviews and audits
- Develop a suitable contract database and protocol for ongoing supplier management including the ongoing creation, rationalisation and management of preferred suppliers highlighting key contracted information
- To effectively engage with hotel operations and finance to ensure processes and controls are understood and best practices adhered to
- Work closely with Accounts Payable to ensure a smooth workflow within the procure to pay process and lead process and efficiency improvements
- Coordinates procurement auctions (dutch, reverse)
- Ensure implementation of updates to CoE procurement governance within the localised organisation
- Train business partners and Procurement team members on procurement and supply chain management policy, process and procedures
- Working with global teams to resolve governance related issues
Qualifications for procurement assistant
- Experience in heart and lung donor management
- Bronchoscopy skills
- Knowledge of basic operating room policy and procedures
- During days without procurements, the PA will assist with ICU rounds and patient care of primary heart and lung patients
- May participate with implant procedures
- May participate in cardiac surgery cases which require the ability to assist and harvest vein and radial artery
3
Procurement Assistant Job Description
Job Description Example
Our growing company is looking for a procurement assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for procurement assistant
- Processing credit card requests
- Hardware, software, and technology service requisition processing
- Legal and service contract review, coordination and processing
- Procurement process tracking, SLA management and metrics generation
- Managing paper POs and weekly administrative duties
- Prepares bidders lists for material and supplies
- Perform carrier analysis, create RFP(s), negotiate price and service, and support carrier selection
- Prepare presentation and route guide
- Interact with internal business and support service teams
- Prepare for carrier/client meetings and carrier development
Qualifications for procurement assistant
- The PA will be expected to help cardiac surgery trainees procure donor organs and ultimately will be responsible for teaching them best practices
- Minimum 2 years' management experience in a centralised procurement environment
- An appropriate third level qualification in business or procurement
- Centralised Procurement System experience - SAP SRM/R3 desirable, but not essential
- Commercially focused and a keen eye for detail with strong analytical & numerical skills
- High level competence in Microsoft excel and other office packages
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Procurement Assistant Job Description
Job Description Example
Our growing company is looking for a procurement assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for procurement assistant
- Create ISO procedure
- Assist manager in training and serves as a mentor to buyers and analyst
- Participate in Six Sigma initiatives
- Develop procurement strategy to support client savings goals and business requirements
- The PA will respond to both internal customers and external suppliers
- He or she will maintain, review and compare invoices with subcontracts in order to verify accuracy
- Process invoices for payment in Costpoint SPO
- Candidate may follow up on agreement invoices and monthly status reports
- In this position the candidate will be expected to multi-task, have strong interpersonal skills (oral and written desired) and attention to detail
- Process invoices for payment in Costpoint Service Purchase Order (SPO)
Qualifications for procurement assistant
- Providing general procurement support during periods of holiday and sickness
- Contribute to revenue by maintaining accurate information to support Procurement Fees
- Provide back up support and input to the bidding process for new business
- Must have at least 3-5 years of relevant experience (procurement experience preferred)
- Experience with ERP systems, preferably SAP or Peoplesoft
- 2+ years of experience as a buyer or planner preferred
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Procurement Assistant Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of procurement assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for procurement assistant
- Fax, email, and copy documents along with additional clerical duties
- Responsible for proper filing of all material related documents within the project filing system
- Assist Materials Leader as needed
- Processing contract and change order requests to send out to Subcontractors and Vendors
- Track contracts and change orders as they are returned by Subcontractors and Vendors
- Maintain the requisition and contract log to ensure contract status notes are current
- Following up with Subcontractors and Vendors to assure that they return contract
- Follow up on insurance certificates with Subcontractors and Vendors, verifying that the insurances have the required limits, are current, and the companies are valid companies
- Scan all documents into server and PDP
- Check on Bonding documents to ensure that they are valid and current
Qualifications for procurement assistant
- Monthly reporting (Brussels Petty Cash, AP/AR-BNB, Headcounts, Timesheet summaries)
- Ad-hoc support to Senior Accountant during month-end and year-end closing
- Preparation and facilitation of the company’s annual statutory audit
- Other support as required by the Senior Accountant
- Minimum 3 years’ Procurement Administration Assistance experience
- 2+ years of experience in a dynamic, fast-paced environment