Title:  Assistant, Non Trade Purchasing

Job Summary

Execute non-trade procurement strategy/plans, identification of business requirements, supplier/vendor bidding process and procurement activities to ensure sourcing of suppliers and delivery that meet business requirements and timeline, monitor and be responsible on E-Procurement & ProcureNet, data entry and be responsible on GAPIM system. Assist to manage administration work, set up and send out monthly of fingerprint to BU assigned and others general administration works.

General Responsibilities

• Assist in preparing and arranging for official functions and activities as requirements
• Record customer complaints and other issues by sending email to Superiors
• Monitor on CCTV screen at server room (Vientiane Center Office) and inform Admin Assistant when meeting unusual events twice per month
• To prepare all office equipment and accessories for newcomers as requested e.g.: stationery
• Response for DKSH's uniform, PPE stock management, office supply stock management, review and report to Superiors in monthly
• Register and manage the car parking space and parking cards for new employees and renew the annual contract
• Set up fingerprints for new employees on the machine and follow up fingerprint report to BU(s) assigned in every month, timeline to complete based on Human Resources payroll schedule of monthly
• Support superior in managing day-to-day operating expenditures against operating budgets to ensure efficient usage of resources
• Monitor and update the new non-trade items, categories, price and other descriptions as related to E-Procurement system
• Ensure to follow on “PR Completed” in E-Procurement system to review and approved by superior and handle to assigned person in procurement team
• Monitor and update on E-Bidding system once BU(s) requests for quotation
• Data entry and be responsible for GAPIM system based on the work related or assigned from superior
• Assist in managing and recording on the contract list, draft and renewal for suppliers/vendors
• Support the execution of non-trade procurement plans that will result in cost savings and greater economies of scale in line with the Group's procurement framework
• Conduct general market research on potential suppliers/vendors, aligning it to business requirements that cater to business needs
• Provide administrative support in the supplier/vendor bidding process, including evaluation, selection, contract negotiation and finalization, adhering to ethical business practices. Support the execution of contract renewal/discontinuation processes
• Prepare and maintain records of purchasing documentation (e.g. purchase orders, shipping documents, etc.). Validate suppliers' invoices and prepare documentation to facilitate the payment process (e.g. goods received notes, payment voucher, etc.).
• Follow up on orders/shipment progress and check quantities/quality/pricing against that agreed
• Gather and compile monthly purchasing information for the purposes of purchasing reports preparation
• Respond to basic queries and requests from internal requestors related to purchasing documentation, shipping progress, delivery dates, etc. to cater to requestors' needs
• Work closely with suppliers/vendors to ensure the accuracy of quantity, quality and timely delivery
• Performs other duties related to the post as required by the superior
• #LI-PS1

Functional Skills and Knowledge

• Demonstrate basic research, analytical skills and attention to detail
• Demonstrate proficiencies in office productivity tools (e.g. Excel, Word and PowerPoint).
• Demonstrate fluency in local language and ideally in English, both written and spoken
• Demonstrate basic knowledge and understanding of the business and industry.
• Demonstrate basic knowledge and hands-on experience in procurement, contract management, suppliers/vendors management.
• Proven hands-on knowledge of E-Procurement System.
• Demonstrate appreciation and respect for cultural sensitivities especially in international/cross-cultural interactions.
• 1 to 2 years’ experience in administration or office management.
• 1 to 2 years’ experience in a similar role/capacity, preferably in a purchasing department in a corporate environment.

Education

Diploma or bachelor’s degree in business administration or related filed.