Purchasing Assistant Manual
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ScribdTranslationsPurchasing Assistant Manual
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ScribdTranslationsDESCRIPTIVE MANUAL OF JOBS
JOB TITLE:
Purchasing Assistant.
REPORTS TO:
Purchasing Coordinator
ORGANIC UNIT:
Management of Administration and Finance
GENERAL PURPOSE OF THE POSITION:
Organize, coordinate, and control the acquisition and delivery of goods, supplies,
documents, assets and other elements necessary for the normal development of the
activities.
GENERAL FUNCTIONS.
1. Develop and maintain the company's supplier registry updated.
provide information to the purchasing manager.
2. Prepare the analysis of materials and supplies required in the different
areas of the company and make the respective requisition requests for
purchases.
3. Request quotes from suppliers for the purchase of Raw Materials, Equipment,
goods and materials required for the development of the objectives.
4. Management and preparation of purchase orders approved by Management.
5. Supervise the post-purchase process; (Verification and follow-up of payments and
compliance with the supplier
6. Receive the purchased items and verify that they meet the requirements and
correct standards. Those under your custody must store them and
control them until their use. Those that are not under their custody must coordinate the
sent to warehouse and control of destination, until they are in custody of
final responsible.
SPECIFIC FUNCTIONS.
Establish contact with suppliers, depending on the need.
Stock control of stationery supplies, tools, cleaning products, and cafeteria.
In charge of the area file.
Responsible for receiving the documents that come to the area.
Compliance with other functions assigned to him by the chief of
purchases.
Responsible for the proper use of the confidential information that is handled by the
interior of the area and of the company.
Search for quotes through viable means: market visits, email
electronic, phone calls.
Transform the information obtained from market visits and calls
telephone entries in manual quotes for the settlement of information to the
purchasing coordinator.
Receive the quotes from the suppliers and forward them to the Coordinator.
purchases for the respective review, analysis, and approval.
Follow-up on purchase orders for consumption processes.
To place purchase orders in the Administrative and Financial Management with their
respective supports and duly approved by the purchasing manager.
To file purchase orders in accounting and treasury once authorized by
management and sent to the supplier by the purchasing manager.
Make daily follow-up calls to the suppliers who have
Quotes to be issued and purchase orders currently in the delivery process.
Inform the area manager immediately about the results of the operations.
Receipt of all the documentation what enter the area:
Requisitions
Quotations
Delivery notes.
Purchase orders.
Consumption order process.
Ensure that a prudent stock of each of these items is maintained and
immediately inform the purchasing manager about the zero stocks.
Creation of suppliers in the file folder.
Responsible for ensuring that the supplier documentation is up to date and
complete for your respective registration.
Support the purchasing manager in the preparation of contract and service reports.
Prepare a summary of pending deliveries from suppliers and of search for
articles.
Check emails throughout the day and respond according to priorities and
emergencies in each case.
Manage the purchase requests from the different units by company for
to negotiate with the suppliers.
Responsibilities:
For machinery and equipment:
Manages computing equipment, calculators, printers, telephone line, his
Responsibility is related to the proper use and conservation of them.
Report any faults that the equipment you operate has to the unit.
responsible
Processes:
Timely and effective management of quotations and prices in the market.
Analysis of quotations based on valid criteria of cost and quality, and delivery
opportune.
He is responsible for the rational use of the company's financial resources.
seeking economy and ensuring quality in procurement management.
Materials:
He/She is responsible for the rational use of material and human resources.
financial resources allocated to the purchasing unit.
Money:
Not applicable
Confidential Information:
Handles a high degree of confidentiality, in all matters related to purchases
company nationals
Company policies, costs, procedures, and internal controls.
Supervision:
The position is supervised by the Head of Purchasing, from whom it receives the policies.
guidelines and rules related to their responsibility.