The Purchasing Assistant is responsible for oversight and coordination of the purchasing cycle ensuring that the goods and services are requisitioned, purchased, expedited and received in an efficient and timely manner. They are also responsible for managing relations with Suppliers, Shippers, Customs Officials and other Logistics Institutions to facilitate the purchasing process.
POSITION SCOPE:
The Purchasing Assistant is expected to exhibit expertise in all areas of purchasing, inclusive of, but not limited to: planning, execution and control of Purchasing Processes. They are expected to take an active role in advancing and supporting Shared Services Strategic Plans, particularly with respect to Purchasing objectives and to exhibit initiative and diligence in implementing these plans. They will maintain the highest of ethical standards and to be sensitive to the need to not only avoid unethical behavior, but also the appearance of unethical behavior within the Shared Services Department.
Maintain health, safety and environmental standards by:
Ensuring compliance with all safety practices and procedures.
Ensuring compliance with all environmental and health standards, and
Completing all required HSE training.
Support GBPC’s strategies, goals and objectives by:
Planning and coordinating work of Purchasing Clerks and other Purchasing line staff in order to maintain effective and efficient Supply Chain.
Liaising between suppliers, manufacturers, and relevant internal departments to ensure all needs for information, materials and resources are met
Ensuring suppliers are aware of business objectives
Liaising with users and other relevant parties and checking costs, quality and levels of service.
Keeping a constant check on stock levels to maximize business efficiency
Provide administrative support by:
Maintaining Purchasing administrative systems such as payroll, time keeping, correspondences, etc.
Processing payments and invoices
Overseeing of Customs Clearing and on-island transport of goods, inclusive of liaising with Bahamas Customs
Maintaining relations with external purchasing stakeholders, including Bahamas Customs, Shippers, Customs Brokers, External Purchasing Agents, etc.
Conducting Customs Clearing as required
Preparing and reviewing of purchasing documentation for Bahamas Customs, Central Bank of the Bahamas, GBPA and other regulatory bodies, as required.
Training of GBPC staff in Purchasing practices and procedures as required.
Reviewing and commenting on new Purchasing Procedures
Completing miscellaneous purchasing related tasks as instructed
Ensure accuracy in record keeping and reporting by:
Maintaining Purchasing Supplier, Purchasing and Logistics files, databases and other information repositories to keep information up to date. Presenting information and reports from same, as required to support Purchasing and other Departmental objectives
Managing the purchasing cycle from requisition to final close out; Inclusive of planning, following-up and communicating to stakeholders to ensure issues are avoided or resolved
Reviewing and assigning of general invoices prior to submittal for approval. Maintaining databases of spending on same, as required.
Conducting research on Vendors, Goods or Services using the Internet, Trade Journals, Networks or other methods to source supplies
Organizing and executing RFI/ RFQ/RFP and other bidding processes
Editing and maintaining contracts and agreements for archival
Advising the Supply Chain Manager on matters relating to Purchasing
Supporting the development and conducting training on Inventory and/or Procurement and/or Sourcing related Policies and Procedures
Acting as Project Leader for Inventory and/or Procurement and/or Sourcing related projects
Contribute to team effort by accomplishing related results/ tasks as needed.
The Purchasing Assistant will have a Bachelor’s Degree or higher degree in (Science, Engineering, Business, Economics, Marketing, Management, Finance or other related disciplines) from an accredited university. The Purchasing Assistant must have five (5) or more years as a Buyer or Purchasing Agent, with at least three years’ experience in an Industrial Environment. They must have an understanding of Bahamian and International Shipping protocols (IMO, DOT, etc.), Purchasing and Sales Contracting Terms and Conditions (e.g. Incoterms, Uniform Commercial Code, Purchasing and Logistics protocols). They must have be proficient in MS Office with emphasis on Word, Excel and Access and research using the internet; and possess strong communication (verbal and written) and organizational skills. The Purchasing Assistant must possess interpersonal skills, have the ability to work independently and as part of a team. Also, the ability to deal with sensitive information and maintain confidentiality.
