The Procurement Assistant supports the Assistant Operations Manager in executing RIA's day-to-day procurement cycle: sourcing, quotation, purchase order management, supplier documentation, and ERP data. The role ensures purchases are competitive, compliant with company policy and the authorization matrix, and delivered on time at the lowest total cost.
Assist in sourcing raw materials, packing materials, finished goods, and indirect supplies against approved requisitions.
Obtain and compare a minimum of three quotations, tabulating price, lead time, and terms before purchase order issuance.
Prepare purchase orders and confirm each is raised within the limits of the current authorization matrix.
Create and maintain supplier master data, contracts, and procurement records in Odoo, ensuring accuracy and completeness.
Collect and verify supplier onboarding documentation (COA, certificate of origin, health certificate for RM and PM), supporting the Supplier Approval process.
Follow up on deliveries and coordinate with warehouse teams on receipt, shortages, and discrepancies.
Support the three-way match of purchase order, goods receipt, and invoice with Finance before payment.
Handle emergency purchases in line with the Emergency Procurement Policy.
Comply with the Procurement Code of Ethics, declare any conflict of interest, and decline supplier gifts or benefits.
Liaise with suppliers and internal departments to resolve order, quality, and documentation issues, escalating when required.
Record savings evidence, keep procurement trackers and reports current, and support ad-hoc initiatives such as supplier evaluations and process improvements.
Total lead time.
On-time purchase order placement.
Quotation turnaround time.
Percentage of emergency orders.
Cost saving percentage.
Supplier documentation completeness and ERP data accuracy.
Three-way match exception rate.
S = StandardD = DevelopedHD = Highly Developed
Diploma or BSc in Supply Chain, Logistics or equivalent experience.
Minimum 2 to 5 years in procurement, supply chain, or administrative support, preferably FMCG.
Proficiency in MS Office (Excel) and ERP systems (Primavera)
Proficient in English and Portuguese.
