Purchasing Assistant

Job Description

Job Title: Purchasing Assistant Company: Emirates Calcium Carbonate Factory (ECCF) Department: Purchasing Reports to: Purchasing Executive Works closely with: Purchasing Executive, Maintenance, Production, Stores, Laboratory, Accounts and Logistics

Role Purpose

Provide administrative and operational support to the Purchasing Manager and Purchasing Executive, ensuring that purchasing requirements are properly recorded, followed up and completed on time.

The Purchasing Assistant will manage the detailed coordination behind day-to-day purchasing, from collecting quotations and tracking orders to arranging deliveries and resolving documentation issues. The role supports the availability of materials, spare parts and services needed for uninterrupted factory operations.

Key Responsibilities

1. Purchase Request Coordination

• Receive and track purchase requisitions from factory and office departments.
• Check that requests include clear descriptions, quantities, specifications, required delivery dates and relevant approvals.
• Obtain missing information from the requesting department before proceeding.
• For technical items, collect part numbers, equipment details, drawings, photographs or samples where needed.
• Maintain a pending-request register and follow up on outstanding actions.
• Highlight urgent maintenance and production requirements to the Purchasing Executive or Purchasing Manager.

1. Supplier Sourcing and Quotation Follow-up

• Contact existing and potential suppliers to obtain quotations for approved requirements.
• Follow up consistently on outstanding quotations, particularly for urgent or difficult-to-source items.
• Obtain clarification on prices, availability, lead times, delivery charges, payment terms and quotation validity.
• Prepare clear quotation comparisons for review, identifying differences in specifications, quantities and commercial terms.
• Coordinate technical clarification between suppliers and the requesting department.
• Help identify alternative suppliers when existing sources cannot meet requirements.
• Maintain records of supplier contacts, quotations and commonly purchased items.

1. Purchase Order Preparation and Tracking

• Assist with creating purchase orders in SAP in line with approved quotations and internal procedures.
• Check item descriptions, quantities, prices, delivery locations and agreed terms before submitting orders for approval.
• Send approved purchase orders to suppliers and obtain written acknowledgement.
• Confirm expected delivery dates and maintain an updated open-order tracker.
• Record partial deliveries, outstanding balances and revised delivery commitments.
• Follow up on overdue orders and escalate delays that may affect operations.
• Ensure changes to orders are documented and approved before being communicated to suppliers.

1. Factory and Maintenance Purchasing Support

Support purchasing requirements across ECCF’s operations, including:

• Mechanical and electrical spare parts.
• Maintenance tools, workshop supplies, lubricants and service requirements.
• Production consumables and approved operating materials.
• Packaging materials and warehouse supplies.
• Laboratory consumables and testing requirements.
• PPE, safety supplies and general factory requirements.
• Office and facility supplies.

For these requirements, the Purchasing Assistant will:

• Coordinate with Maintenance, Production, Stores and other departments to clarify needs and delivery priorities.
• Check with Stores whether requested items are available before progressing a purchase, in line with company procedures.
• Follow up on critical spare parts and materials identified by the responsible department.
• Obtain technical confirmation before ordering substitutes or alternative brands.
• Track repair and service orders, including items sent to external suppliers for assessment or repair.

1. Delivery and Collection Coordination

• Coordinate deliveries to the correct ECCF location in Ajman or KEZAD.
• Confirm delivery arrangements, receiving contacts and any site-access requirements.
• Coordinate approved collections with company drivers or logistics personnel.
• Inform Stores and the requesting department of expected deliveries.
• Follow up on proof of delivery and confirmation of receipt.
• Coordinate with suppliers on shortages, incorrect items, damaged goods, replacements and returns.
• Track outstanding delivery issues until they are resolved.

1. Documentation and Accounts Coordination

• Maintain complete purchasing records, including requisitions, quotations, comparisons, approvals, purchase orders and supplier correspondence.
• Obtain delivery notes, invoices, warranties, certificates and other documents required for the purchase.
• Coordinate with Stores to ensure goods receipt is recorded promptly.
• Check that invoice details correspond with the purchase order and receiving documents, referring discrepancies for resolution.
• Submit complete supporting documents to Accounts for processing.
• Follow up internally on approved advance payments or payment-related issues affecting order release.
• Refer supplier payment queries to Accounts and communicate confirmed updates without making unauthorized commitments.

1. Supplier Records and Performance Tracking

• Collect supplier registration documents and support supplier creation or updates in SAP.
• Keep supplier contact details and purchasing records accurate.
• Record repeated delivery delays, quality issues, incomplete orders and poor responsiveness.
• Provide supporting information for supplier reviews conducted by the Purchasing Manager.
• Maintain confidentiality of supplier pricing, quotations and company purchasing information.

1. Reporting and Daily Follow-up

• Keep purchasing trackers current, with clear status updates, responsible persons and next actions.
• Provide regular updates on pending quotations, open orders, overdue deliveries and unresolved discrepancies.
• Bring urgent issues to the Purchasing Executive or Purchasing Manager early.
• Follow each assigned requirement through to completion and ensure outstanding actions are handed over when absent.

Authority and Accountability

The Purchasing Assistant is responsible for accurate records, timely follow-ups and clear communication. Supplier selection, purchase approvals, changes to agreed commercial terms and commitments to expenditure remain subject to the company’s approval process.

Technical suitability and acceptance of materials must be confirmed by the responsible department.

Qualifications and Experience

• Diploma or bachelor’s degree in supply chain, business administration, commerce or a related field preferred.
• Minimum 2 years of relevant experience in purchasing support, procurement administration or material coordination.
• Experience in a manufacturing, industrial maintenance or engineering environment strongly preferred.
• Familiarity with industrial spare parts, tools and consumables is an advantage.
• Experience using SAP or another ERP purchasing system.
• Good working knowledge of Microsoft Excel, including maintaining trackers and preparing quotation comparisons.
• Good written and spoken English. Additional languages are an advantage.

Required Competencies

• Persistent follow-up: Follows through on commitments and keeps outstanding requirements moving.
• Attention to detail: Checks specifications, quantities, prices and documents carefully.
• Organization: Manages multiple requests without losing track of pending actions.
• Prioritization: Understands which delays could affect factory operations and escalates them promptly.
• Communication: Gives suppliers and colleagues clear requests and accurate updates.
• Practical judgment: Identifies missing information and seeks clarification before proceeding.
• Integrity: Handles quotations, supplier relationships and purchasing records professionally.

Performance Measures

• Timeliness of quotation collection and purchase-order processing.
• Accuracy and completeness of purchasing records and SAP entries.
• Consistency of order follow-up and early escalation of delays.
• Number and age of overdue orders and unresolved delivery issues.
• Timely completion of supporting documents for invoice processing.
• Responsiveness to internal departments and closure of assigned tasks.

Pay: AED3,000.00 - AED5,000.00 per month

Experience:

• Purchasing: 2 years (Preferred)
• SAP: 1 year (Preferred)

Language:

• English (Required)

Work Location: In person