Procurement Administrator

Mô tả Công việc
The Procurement Administrator aids the Procurement department by providing administrative support so that documentation and recording of all steps in procurement process are completed.
The Procurement Administrator needs to be detail-oriented and experienced in a back-office function in Purchasing, Invoicing, Customer service, or Supplier Management. The Procurement Administrator reports to the Purchasing Manager.
1. Assist in Procurement process documentation ; contacts with suppliers and internal stakeholders
Drafting Purchase Contracts based on Business Confirmations made by the Buyers.
Submitting Purchase Contracts for signing by suppliers and ICC' responsible persons (Docu Sign process).
Raise Fund Requests to the Finance Department. Communicate to suppliers on the status of payments.
Support data collection and recording, in particular contracted and delivered quality data.
Calculating suppliers' quality performance and quality claims.
Communicate to suppliers on all relevant aspects of the execution of Purchase Contracts, such as delivery schedules, and quality claims.
2. Track statuses of purchase orders based on organisational procedures for on-time delivery.
3. Coordinate with the accounting team for payment processes:
Payment request
Collect documents of goods to submit to accounting for payment
If goods do not meet the requirements, be in charge of making penalty contract
4. General Administration:
Maintain and update procurement records including filing of contracts, develop and maintain a filing system, binding & scanning of documents, updating contractual documents
Schedule and coordinate Corporate Services Meetings including organizing meeting rooms, taking notes and minutes in meetings, preparing documents for meetings
Maintain and update the contact lists of all corporate services contracts/supplier list
Prepare reports, notes, and summaries as needed regularly scheduled
5. Assist in ensuring compliance with company procurement policies and legal policies.
6. Additional Tasks: to perform any other tasks and assignments as directed by the management from time to time.
- Primary contact:
+ Within the organization:
Procurement Team
Supply Chain Team
Finance & AccountingTeam
Logistic Team
Quality Control Team
+ Outside the organization:
Suppliers
Stakeholders at associate companies