Procurement Assistant

Job Description

JPC - 5985- Procurement Assistant

Language Proficiency: Arabic/English

Key Resbonsibilities

Procurement Processing Support:

• Receive, review, and verify purchase requisitions for completeness, proper authorization, and compliance with institutional procurement policies and financial regulations.
• Create and process purchase orders in the institutional ERP system, ensuring accurate documentation and appropriate approval workflows.
• Track and monitor purchase order status from creation through delivery, ensuring timely fulfillment and coordinating with suppliers to resolve delays or discrepancies.
• Verify receipt of goods and services, match invoices with purchase orders and delivery notes, and escalate discrepancies for resolution.

• Maintain comprehensive and up-to-date supplier database including contact information, pricing agreements, performance records, and compliance documentation.
• Coordinate with vendors regarding order confirmations, delivery schedules, product specifications, and issue resolution.
• Obtain quotations from multiple suppliers for routine purchases and assist with price comparisons to support value-for-money decisions.
• Monitor vendor performance and maintain records of delivery timelines, quality, and service standards.

• Maintain accurate, organized, and readily accessible procurement files including requisitions, purchase orders, quotations, contracts, delivery notes, and invoices.
• Prepare procurement reports, summaries, and data extracts as required by management and finance teams.
• Ensure all procurement documentation complies with audit requirements and institutional retention policies.

• Assist with monitoring inventory levels for routine supplies and consumables, coordinating restocking to prevent shortages.
• Support periodic physical stock counts, reconciliations, and inventory audits.
• Assist with surplus asset management, redistribution, and disposal procedures in accordance with institutional policies and UAE waste regulations.

• Ensure procurement activities comply with UAE VAT regulations, Federal Procurement Law, and IITD-AD procurement policies.
• Assist with documentation and preparation for internal and external procurement audits.
• Stay informed of institutional procurement procedures and regulatory updates.

• Liaise with academic departments, research teams, and administrative units to clarify procurement requests, provide status updates, and facilitate efficient purchasing processes.
• Provide courteous and professional assistance to internal customers, responding promptly to inquiries and resolving routine procurement issues.
• Support the procurement team with special projects, tender preparation, and procurement planning activities as assigned.