Purchasing & Inventory Assistant

The Business & Employment Centre is recruiting on behalf of one of our clients for the position of Purchasing & Inventory Assistant. This role involves coordinating imports and exports, maintaining supplier relationships, monitoring inventory levels and ensuring compliance.

Job Title : Purchasing & Inventory Assistant

Job Responsibilities:

• Forecast levels of demand products and raw materials.

• Conduct research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality.

• Liaise between suppliers, manufacturers, relevant internal and external departments, and customers.

• Build and maintain good relationships with new and existing suppliers.

• Negotiate and agree contracts, monitoring the quality of service provided.

• Keep contract files and use them as reference for the future.

• Develop strategies to make sure that cost savings and supplier performance targets are met - or exceeded.

• Forecast price trends and their impact on future activities. • Develop and maintain a purchasing strategy.

• Produce reports and statistics on spending and saving.

• Evaluate bids and make recommendations, based on commercial and technical factors.

• Ensure suppliers are aware of business quality standards.

• Prepare and verify shipping documentation, including invoices, packing lists, certificates of origin, and custom declarations.

• Arrange and monitor shipments of goods (imports and exports), ensuring compliance with customs regulations and trade laws.

• Liaise with freight forwarders, custom brokers and shipping lines to ensure timely and cost-effective logistics.

• Prepare regular reports on purchasing activities, inventory status, and supply chain performance for management review.

• Maintain up-to-date knowledge of international trade laws, tariffs, and import/export regulations.

• Ensure prices of sales order matches vendor sales order and investigate any discrepancies.

• Ensure that all items received match the original purchase order and follow up any variances noted between goods ordered and goods received with the vendor.

• Any other duties designated by management

Inventory Responsibilities:

• Track inventory levels of raw materials, finished goods, products and spare parts to ensure optimal stock availability.

• Determine re-order points and maximum stock levels in line with average consumption.

• Coordinate with production and warehouse teams to forecast demand and plan material requirements

• Implement and monitor inventory control procedures to minimize discrepancies and losses.

• Carry out stock reconciliation at least once a month and conduct regular cycle counts.

• Maintain the inventory management system (SAP)

• Prepare daily, weekly and monthly reports of stock receipts and issues.

• Preparation of reports on adjustments done to inventory that may be damaged, spoilt, etc., and coordinate with the administrative, production and warehousing functions.

• Provide inventory information to management when required.

• Ensure proper stock identification especially the hazardous materials.

Qualification and Experience 

• Degree in Supply Chain Management, Purchasing, Supply & Logistics Management or equivalent.
• Knowledge of international trade regulations, import/export documentation, and customs compliance.
• Must be computer literate and familiar with Microsoft Office software or equivalent.
• Minimum of two years’ experience in a manufacturing purchasing position.