Procurement Administrator

Purpose of the position

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.

Main Responsibilities:

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 organizational 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.

Requirements for the position:

Education: Typically min requires a college's degree in related majors

Experience: At least 1-2 years in Procurement, Buying, Shipping, or Sales Administration