Job description

Job Purpose:

The Procurement Assistant is responsible for supporting day-to-day procurement activities, with a primary focus on local purchasing. This includes sourcing goods and services, preparing and processing purchase orders in the system, and ensuring timely delivery in line with company policies and procurement procedures. The role also plays a key part in resolving emergency orders quickly and efficiently to meet urgent business needs. The Procurement Assistant contributes to the efficiency and cost-effectiveness of the procurement function while maintaining high standards of service and reliability.

Main Tasks & Accountabilities:

Strategic Sourcing for Procurement

• Conduct local purchasing of goods and services in line with company policies and procedures.
• Source quotations from local suppliers and evaluate offers based on cost, quality, delivery terms, and reliability for establishing long-term supplier relationships.
• Create and process Purchase Orders (POs) in the ERP/procurement system accurately and in a timely manner.
• Ensure all POs are approved and issued according to the internal authorization process.
• Follow up with suppliers to confirm delivery timelines and resolve any issues related to orders.
• Handle emergency procurement requests efficiently to prevent disruption of operations.
• Coordinate with end users to gather detailed technical requirements, including taking photographs and collecting samples when necessary, to ensure accurate procurement and to expedite operational and engineering-related requests.
• Maintain accurate and complete procurement documentation, including quotations, POs, delivery notes, invoices, and Goods Receipt Notes (GRN) once materials are delivered, based on collection items.
• Support procurement of services and repairs with local suppliers, ensuring timely service and cost control.
• Communicate and report regularly with the Procurement Specialist on daily tasks, procurement updates, and any issues requiring attention.
• Build and maintain effective relationships with key local suppliers and vendors.
• Support the procurement team with data entry, reporting, petty cash and other administrative tasks.

Main Contacts and Working Relationships

• Internal: All Department Heads and Line Managers.
• External: Stakeholders, customers, agencies etc.

Education Level –    Minimum Requirement

Diploma, General Diploma, or any equivalent qualification in a relevant field

Professional   Qualifications

• Certification in procurement, administration, or related fields is preferred (e.g., CIPS, PMP).
• Have a valid driver’s license

Work Experience

• Experience 0 to 3 years.
• Experience in dairy products will be preferred
• Strong understanding of the Middle East and African markets

Job Specific Skills

• Basic knowledge of local purchasing and supplier sourcing
• Ability to prepare and process Purchase Orders (POs) in the system
• Follow-up on deliveries and manage Goods Receipt Notes (GRNs)
• Handle urgent/emergency orders efficiently
• Basic experience with service and repair procurement from local suppliers
• Keep accurate procurement records and documentation
• Basic technical understanding of items being repaired /purchased (tools, parts, materials, etc.)

Generic Skills

• Good communication and coordination with suppliers and team
• Basic English (reading and writing) for using the system and handling documentation
• Attention to detail in paperwork and order tracking
• Time management and ability to handle multiple tasks
• Teamwork and willingness to support daily procurement tasks
• Problem-solving skills for dealing with delays or supply issues

Position Location 

To be based in Al Sunainah and travelling to all depots in Oman