Job Title:  Purchasing Administrator

Job Description

Responsible for act as a buyer i.e purchasing recurring and non-recurring goods and services from vendors. Buyer works independently in a highly collaborative environment that requires frequent communication with other departments and usually, report to upper-level management executives. The buyer may travel to the vendors’ show rooms with her requestor to understand the goods that they are buying or to negotiate with the vendor on the terms and conditions. The buyer works well under tight deadlines and keeps a highly organized schedule. Buyers constantly look for ways to cut back on the company's expenses. The buyer works well as a member of the team and communicates with team members about the progress on certain projects.

Roles & Responsibilities

1. Purchase Requisition:

• Buyers purchase items based on the requesting department’s order.
• Buyer to understand the items to be purchased with requesting department for clarity.
• Buyer to discuss the recommendation with requesting department.
• Negotiates faster-than-usual delivery of needed items so the Company's operations go uninterrupted.

2. Shop:

• Buyers conduct research on potential products, shop for the best available deals on needed items by looking up prices from multiple vendors and suppliers to find the highest-quality items for the lowest price and best deal (including life cycle of product).

3. Process Purchase Order:

• Buyers process purchase orders, updating digital files as needed to record purchases made, and all other relevant information.
• Prepares justification and or when required communicates with management about recommendation on selection on products to be purchased.

4. Ensure Delivery:

• Buyers ensure that purchased orders are delivered on time by coordinating with warehouse and transport staff. Report any issues timely.

5. Negotiate:

• Buyers (meet) negotiate with existing and new vendors and suppliers.

6. Manage Relationship:

• Buyers locate new vendors and establish working relationships with them. They also maintain existing vendor and supplier relationships.
• Report any issues with vendors to reporting Head as part of Vendor Evaluation process.
• Engaging with requester to ensure that the inventory is above the buffer stock level.

7. Payment Processing:

• Ensuring all invoices are signed and verified by the requester and Head of Department (HOD).

8. Updating Supplier List:

• Buyers to create and register new vendors in the system and update existing vendor details if there are any changes.

9. Perform any additional duties assigned by the line supervisor.

Supervisory Role

None

Education

Level of Qualification - Higher National Diploma

Major - Business Administration

Area of Experience

Procurement or Finance related - added advantage.