Procurement Assistant SUNDUS MANAGEMENT CONSULTANCY & STUDIES BUREAUL.L.C

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.  

Vendor Coordination and Database Management: 

• 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.  

Documentation and Record Keeping: 

• 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.  

Inventory and Stock Management Support: 

• 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.  

Compliance and Policy Support: 

• 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.  

Stakeholder Collaboration: 

• 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.