Job Title:
Purchasing Specialist
Department:
Finance Department
Work Set Up:
Hybrid
Reports To:
Finance Controller
Job Summary
The Purchasing Specialist is responsible for managing the procurement of goods and services in accordance with company policies and standards. This role ensures the timely, cost-effective, and compliant acquisition of materials while also supporting data analysis and reporting to improve purchasing efficiency and support management decisions.
KEY RESPONSIBILITIES:
Purchase Order (PO) Creation & Management
- Convert approved purchase requests into accurate purchase orders in the system.
- Ensure correct pricing, quantities, item codes, tax, and delivery details before PO release.
Order Tracking and Coordination with Warehouse/Logistics
- Monitor order status with logistics to ensure on-time delivery.
- Escalate delays or discrepancies and coordinate resolutions with internal stakeholders.
- Coordinate with warehouse and logistics teams for delivery scheduling and receiving.
- Support resolution of issues such as short deliveries, wrong items, or damages.
Documentation & System Updates
- Maintain up-to-date records of POs, delivery receipts, invoices, and other relevant documents.
- Ensure ERP or purchasing system data is accurate and complete.
Reconciliation Support
- Assist Finance/AP in matching invoices against POs and goods receipts.
- Help resolve price, quantity, or tax discrepancies with suppliers.
Adherence to Procurement Policies
- Ensure all purchases follow approved vendor lists, spending limits, and internal approval workflows.
- Flag non-compliant requests or emergency purchases for proper documentation and approval.
Supplier Coordination (Operational Level)
- Serve as the day-to-day contact for suppliers regarding documentation and minor issues.
- Provide feedback from operations to inform supplier performance reviews.
Reporting & Metrics
- Generate basic operational reports (e.g., open PO list, overdue deliveries, PO accuracy).
- Support the Strategic Procurement team with data needed for analysis and forecasting.
Process Improvement
- Participate in the development and implementation of procurement systems and tools for efficiency and transparency.
- Support digitalization or automation initiatives related to purchasing and reporting processes.
Others
- Other tasks as maybe assigned by the Department Head
Qualification And Requirements
Education:
- Bachelor’s degree in Business Administration, Accounting, Finance, Supply Chain Management, or a related field.
Experience:
- Experience in data analysis or procurement reporting is an advantage.
Skills:
- Strong communication, and analytical skills.
- Proficiency in MS Excel (pivot tables, charts, formulas) and ERP/procurement systems.
- Strong attention to detail, organization, and time management.
- Ability to work collaboratively across departments and manage multiple priorities.
Core Competencies:
- Procurement and financial acumen
- Data analysis and reporting
- Integrity and accountability
- Process improvement mindset
- Collaboration and communication
EQUAL OPPORTUNITY STATEMENT
- Dermorepubliq is an equal opportunity employer and is committed to fostering a diverse and inclusive work environment
