Purchase Assistant

JOB SUMMARY

The position of the Purchasing Assistant is a combination of several aspects. The employee supports that materials, and components according to the established conditions are available, and will contribute to the realization of the purchase policy. Furthermore the employee will assist in an effective and efficient planning of the transport. Additionally the employee supports in the incoming and outgoing freight.

ORGANISATIONAL POSITION

Employees in the Purchase department report to the Supply Chain Manager WE-MEA

DUTIES & ESSENTIAL JOB FUNCTIONS

1. Assists in placing purchase orders
2. Assists in the search for suitable suppliers with the right price and quality in consultation with the
Supply Chain Manager WE-MEA
3. Maintains contacts with suppliers and departments
4. Will ensure the proper handling of purchase administration
5. Contributes to optimizing the purchasing department
6. Provides periodic reports for the operational purchasing department
7. Ensuring that all stakeholders receive required documents
8. Assists in the correct completion of the transport documents
9. Assists in the import and export of international shipments
10. Assists in express shipments
11. Assists in transport invoices

PERFORMANCE OF TASKS

1. Assists in placing purchase orders

• Generates application from the system and makes this request a purchase order.
• Checks the number of purchase orders and prices.
• Assists in the monitoring of the delivery times, takes care of lists with shortages, and keeps in contact about this with the suppliers.

2. Assists in the search for suitable suppliers with the right price and quality in consultation with the Supply Chain Manager WE-MEA

• Assists in the placement of orders.
• Assists in instructing the warehouse on shipments.
• Assists in placing orders of components with the Purchase department.
• Assists with the Help desk for Hyva MEA FZE & WE.
• Assists in the preparation of quotations.

3. Maintains contacts with suppliers regarding

• Cancellation and change orders.
• Comparing the prices of the goods.
• Assists in the handling of complaints and claims of internal and external customers.
• Handling of obsolete material.

4. Will ensure the proper handling of purchase administration

• Is responsible for proper administration and registration of purchase information in
the automated system.
• Is responsible for archiving of suppliers and product information.

5. Contributes to optimizing the purchasing department

• Prepares price lists regarding potential suppliers.
• Provides an active contribution in finding solutions regarding the problems and reports this to the Supply Chain Manager WE-MEA.
• Monitors supplier performance.

6. Provides periodic reports for the operational purchasing department

• Is responsible for creating and providing various reports.
• Participates in a series of consultations.
• Participates in the creation of the annual purchase plan.
• Provide the necessary management information on the departmental objectives.

7. Ensuring that all stakeholders receive required documents

• Receives the planning list from the Central order planning
• Coordinates with the transporters with regards to the transport ( size, volume, quantity)
• Prepared the transport documents for the transporters
• Is responsible for custom related affairs
• Management of documents
• Handling customs clearance
• Conducts several supporting, administrative, tasks
• Archives transport documents

8. Assists in the correct completion of the transport documents

• Assists in the preparation of transport documents and maintains the contact with third parties (Chamber of Commerce and Customs)
• Entering data items in the database

9. Assists in managing the import and export of international shipments

• Assists in preparing an estimation of the space, weight and load meters per shipment
• Assists in the requests of quotations from transporters and consults with back office department, when required
• Assists in the booking of the containers with several transporters
• Assists in the transport of goods to subsidiaries

10. Assists with express shipments

• Track and trace of courier shipments
• Assists with looking aster the timetable
• Assists in the recovery of costs related to wrongful delivery

11. Assists with transport invoices

• Assists in the tracking and monitoring the transportation invoices