The Purchasing Executive plays a key operational role in supporting the organisation’s procurement function. Reporting to the Purchasing Assistant Manager, the role is responsible for executing day-to-day purchasing tasks, maintaining accurate procurement records, liaising with suppliers, and supporting internal departments with timely and cost-effective procurement solutions. The role requires attention to detail, strong administrative ability, and effective coordination to ensure procurement runs smoothly and in line with internal procedures. Key Responsibilities Procurement Operations * Prepare and issue Request for Quotations (RFQs) in line with internal guidelines. * Place Purchase Orders (POs) based on approved requests or replenishment needs. * Follow up on supplier confirmations, lead times, and delivery updates. * Liaise with suppliers on pricing, availability, and order fulfilment status. * Monitor open orders and maintain accurate records in procurement systems. * Track and file all procurement documentation including RFQs, POs, supplier invoices, and confirmations. * Collaborate with the logistics and warehouse teams to coordinate deliveries. Supplier Coordination & Communication * Maintain professional and timely communication with local and international suppliers. * Escalate supply or quality issues to the Purchasing Assistant Manager for resolution. * Support in updating supplier contact lists and performance tracking data. Data Entry & Record Management * Enter and maintain accurate procurement data in the ERP system. * Ensure documentation and digital filing are kept up to date for audit and reporting purposes. * Support the Purchasing Assistant Manager in the preparation of procurement reports or summaries. Internal Support & Collaboration * Respond to procurement-related queries from internal stakeholders. * Assist departments with product availability checks or information on supplier lead times. * Participate in internal meetings to align procurement with department plans. Compliance & Process Adherence * Follow established procurement policies, procedures, and approval workflows. * Ensure that all procurement activity is in line with company standards and audit requirements. * Identify and report any discrepancies or non-conformities in the procurement process. The list of ‘Responsibilities’ appearing in this job description is neither necessarily exhaustive nor is any part of this job description permanent. Required Qualifications & Experience * Minimum of 2 years’ experience in a purchasing, procurement, or administrative role. * MQF Level 4 qualification in Business Administration, Procurement, or a related field. * Familiarity with purchasing processes, documentation, and supplier coordination. * Experience using procurement or ERP software systems is considered an asset. * Proficient in Microsoft Excel, Word, and Outlook. Required Skills & Attributes Organisation & Accuracy * Strong attention to detail and commitment to accurate data entry and documentation. * Ability to follow structured processes and meet deadlines. Communication & Coordination * Clear and professional communicator, both verbally and in writing. * Ability to work collaboratively with colleagues, suppliers, and internal stakeholders. Time Management * Skilled in multitasking and prioritising daily tasks in a dynamic work environment. * Able to maintain workflow consistency under time pressure. Problem-Solving * Proactive in identifying issues and proposing basic resolutions. * Willingness to seek guidance where needed and contribute to improvements. Technical Proficiency * Comfortable with Microsoft Office tools and basic data systems. * Able to quickly learn and navigate purchasing platforms or ERP systems. Company Culture Fit * Upholds the company’s values, procurement standards, and internal policies. * Professional, respectful, and team-oriented in all interactions. * Demonstrates reliability, integrity, and accountability in daily work.

Purchasing Executive

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