Purchase Assistant (Frozen Food Industry)

Job description:

Position: Purchase Assistant

Location:

Dubai, UAE

Reporting Line:

Purchase Manager

Role Overview:

The Purchase Assistant is responsible for supporting the procurement and purchasing operations of the company by coordinating with suppliers, preparing purchase documents, monitoring orders, and ensuring timely delivery of materials and services. The role assists in maintaining accurate purchasing records, controlling costs, and ensuring that all procurement activities are carried out efficiently and in accordance with company policies and procedures.

Key Responsibilities:

• Working with the purchasing manager to run the purchasing department
• Performing vendor research and selection to enhance profitability, reducing operating costs and boosting efficiency
• Maintaining cordial working relationships with vendors and supervising vendor activities
• Signing and reviewing purchasing agreements with vendors, monitoring their performance and renegotiating contracts
• Using quarterly and annual data to determine purchasing needs and performing inventory management
• Managing purchase orders, overseeing shipping schedules and maintaining purchase records
• Working with warehouse staff to compare deliveries with purchase orders to identify discrepancies
• Conducting ongoing market research to identify beneficial purchase agreements and potential vendors.
• Issuing local PO's both in Focus and SAP for Nativo / Wholesale / Van Sales requested by Online Team/HORECA/Sales Team.
• Issuing import PO's advised by Purchasing Manager or approved by Managing Director.
• Directly communicating with local supplier for sending approved local PO's, follow-up delivery and inquiring about new/existing items.
• Notifying the Stores Team for the arrival of the goods purchased from the supplier by requesting the GRN.
• Posting MRN/GR PO for local purchases in Focus+SAP and documents filling.
• Contacting potential and existing local suppliers by inquiring about the new products.
• Registering new items and suppliers in the master file list to be sent to Sir Arun for creation in the system.
• Checking Office and Pantry Supplies, if ever needed.

Required Qualifications & Experience:

• Bachelor’s degree, Certificate, Graduate or Post Graduate Degree in related field.
• Minimum 3 years of experience in Purchase or equivalent.
• Relevant certification for the area/industry will be preferred.

Key Skills & Competencies:

• Cost control and budgeting
• Proven experience managing cold chain products (frozen and chilled).
• Must be PC literate
• Knowledge of the jobs and skills required in the related industry
• Proficient in English
• Excellent organizational and planning skills with attention to detail
• Excellent communication skills
• Good interpersonal, reporting, negotiation and influencing skills
• Awareness of business trends
• Hands-on experience with operations software packages. SAP experience preferred.
• Advanced MS Excel skills including VLOOKUP's and pivot tables, etc.
• Accuracy and attention to detail
• Aptitude for numbers and quantitative skills
• Problem-solving and risk management
• Strong communication and stakeholder management
• Ability to operate in a fast-paced, multicultural FMCG environment

Language Requirements:

• English: Fluent (spoken and written)

This role is critical to ensuring operational excellence, regulatory compliance, and sustainable growth across the company’s regional FMCG operations.

Work Location: In person