Procurement / Purchase Officer at Ascentech Services Limited

Job Summary

• The Purchase Officer will be responsible for managing and processing purchase requisitions within the organization, ensuring compliance with procurement policies and procedures, liaise with vendors for timely deliveries, coordinate with various departments and prepare reports on purchasing activities. 
• This role involves reviewing requests, verifying details, coordinating with stakeholders, and converting requisitions into purchase orders (POs) while maintaining data accuracy and efficiency.

Key Responsibilities
Purchase Requisition Management:

• Review purchase requisitions submitted by departments for accuracy, completeness, and adherence to company procurement policies.
• Verify budget availability and ensure proper approvals are in place.
• Collaborate with requesters to clarify requirements, specifications, or discrepancies.

Purchase Order Creation:

• Convert approved purchase requisitions into purchase orders.
• Ensure accurate coding of goods or services (e.g., product codes, GL accounts).
• Send POs to vendors and follow up to confirm receipt and order acceptance.

Compliance and Documentation

• Ensure purchase requisitions align with organizational policies and regulatory requirements.
• Maintain accurate records of all processed requisitions, approvals, and purchase orders in procurement systems.

Communication and Coordination:

• Liaise with vendors to obtain quotes, clarify specifications, and resolve order-related issues.
• Work closely with finance, accounts payable, and requesting departments to address discrepancies or questions.
• Provide updates to stakeholders regarding the status of their requisitions.

System Management:

• Use procurement or enterprise resource planning (ERP) systems to manage requisitions and purchase orders.
• Identify opportunities to streamline workflows and improve system efficiency.

Reporting and Analysis:

• Generate reports on requisition processing metrics (e.g., turnaround time, approval delays).
• Identify trends and suggest process improvements to enhance procurement operations.

Key Performance Indicators (KPIs)

• Average processing time for purchase requisitions.
• Accuracy of processed requisitions and POs.
• Compliance rate with procurement policies.
• Stakeholder satisfaction with procurement support.

Qualifications

• Education: A Bachelor's Degree in Business aAdministration, Supply Chain Management, or a related field.
• Experience: Experience in procurement, purchasing, or supply chain processes is preferred.

Skills:

• Proficiency in ERP or procurement software (e.g., SAP, Oracle, Ariba, Coupa).
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Knowledge of procurement policies and financial controls.