Purchasing Assistant job at EM People & Culture Advisory

Background

EM People & Culture Advisory specializes in delivering innovative, tailored HR solutions that transform how organizations manage, support, and grow their greatest asset-their people. With a strong commitment to empowering businesses through strategic, people-centric practices, we partner with organizations to build resilient teams, foster vibrant cultures, and drive lasting success.

Overview of the Position

The Purchasing Assistant will support the procurement function by assisting in the sourcing, purchasing, and timely delivery of goods and services. The role ensures that purchasing activities are carried out efficiently, cost-effectively, and in compliance with company policies and procedures.

Key Responsibilities

• Assist in preparing and processing purchase requisitions and purchase orders in accordance with approved budgets and procurement procedures.
• Source quotations from approved suppliers and support supplier evaluations and comparisons.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Maintain accurate supplier records and assist in onboarding new vendors.
• Communicate with suppliers regarding pricing, availability, delivery schedules, and order status.
• Support the resolution of delivery discrepancies, shortages, or quality issues.
• Maintain accurate procurement records, including purchase orders, delivery notes, invoices, and contracts.
• Ensure all procurement documentation is properly filed and readily available for audits and reviews.
• Coordinate with stores/warehouse teams to confirm receipt of goods and update inventory records.
• Assist in monitoring stock levels and flag potential shortages or overstock situations.
• Support cost control initiatives and identify opportunities for procurement efficiencies.
• Ensure procurement activities comply with company policies, internal controls, and applicable regulations.
• Prepare procurement reports, summaries, and status updates as required by management.
• Perform any other duties assigned by the Procurement Manager or management that support effective procurement operations.

Requirements

• Diploma or Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• Minimum of 2 - 3 years’ experience in a purchasing, procurement, or supply chain support role.
• Experience working with ERP or procurement systems is an added advantage.

Benefits

• Medical Insurance
• Pension
• Airtime & Data

• Assist in preparing and processing purchase requisitions and purchase orders in accordance with approved budgets and procurement procedures.
• Source quotations from approved suppliers and support supplier evaluations and comparisons.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Maintain accurate supplier records and assist in onboarding new vendors.
• Communicate with suppliers regarding pricing, availability, delivery schedules, and order status.
• Support the resolution of delivery discrepancies, shortages, or quality issues.
• Maintain accurate procurement records, including purchase orders, delivery notes, invoices, and contracts.
• Ensure all procurement documentation is properly filed and readily available for audits and reviews.
• Coordinate with stores/warehouse teams to confirm receipt of goods and update inventory records.
• Assist in monitoring stock levels and flag potential shortages or overstock situations.
• Support cost control initiatives and identify opportunities for procurement efficiencies.
• Ensure procurement activities comply with company policies, internal controls, and applicable regulations.
• Prepare procurement reports, summaries, and status updates as required by management.
• Perform any other duties assigned by the Procurement Manager or management that support effective procurement operations.

• Procurement
• Supply Chain Management
• Business Administration
• Sourcing
• Purchasing Coordination
• Supplier Follow-up
• ERP Systems
• Procurement Systems
• Communication
• Record Keeping
• Inventory Management
• Cost Control
• Compliance
• Reporting

• Diploma or Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• Minimum of 2 - 3 years’ experience in a purchasing, procurement, or supply chain support role.
• Experience working with ERP or procurement systems is an added advantage.