The Procurement Specialist is responsible for the end-to-end operational procurement process, from order placement to supplier account management. This role ensures the accurate and efficient flow of goods and information, maintains impeccable records for financial and tax compliance, and acts as a critical liaison between suppliers, the accounts team, and internal stakeholders.
Key Responsibilities:
Procurement & Order Management
- Place orders with both local and international suppliers.
- Follow up on order confirmations, invoices, and shipment readiness.
- Request and coordinate samples or marketing materials with suppliers.
- Request quotations for FMCG/marketing requirements and forward to Accounts for approval.
- Maintain and update Local & International Order Tracker (new orders, in transit, pending deliveries).
Purchase Orders & Documentation
- Create Purchase Orders (POs) and Bills in Zoho and provide hard copies to the Accounts team.
- Validate and review Goods-In Notes against physical deliveries and system entries.
- Ensure credit notes are created for missing pieces, damages, or opened testers (retail shops).
Accounts & Financial Support
- Review supplier invoices (SOA), and payment schedules before submitting to Gladys/Accounts.
- Validate suppliers’ SOAs related to goods with the Accounts team.
- Handle Credit Note allocation process in coordination with Accounts.
- Send sales reports to consignment suppliers and request related tax invoices.
Inventory & Compliance
- Validate damages/ stock (physical vs. system records) and communicate discrepancies.
- Update the team on the expiration dates of received stocks.
- Coordinate and report damages to suppliers, requesting corresponding credit notes.
- Track FOC items, samples, and testers via FOC Tracker.
Team Support & Cross Coverage
- Provide support on warehouse, stock movement, or inventory tasks during periods of team member absence (e.g., annual leave or sick leave).
- Provide backup support in PO creation and supplier coordination during team member absences to ensure uninterrupted procurement operations.
Key Skills & Competencies:
- Strong knowledge of procurement processes (local and international).
- Excellent command of documentation and compliance requirements (invoices, customs, FTA, MOAIT, shipping docs).
- Proficient in Zoho (or similar ERP systems) for PO/Bill creation and inventory records.
- Detail-oriented with strong document validation and reconciliation skills.
- Strong communication skills (liaising with suppliers, warehouse, and accounts).
- Ability to multitask under pressure and manage a high workload.
- Problem-solving mindset, especially in shipment discrepancies, damages, and stock mismatches.
Qualifications & Experience:
- Bachelor’s degree in supply chain, Logistics, Business Administration, or a related field.
- 3–5 years’ experience in procurement, logistics, or supply chain coordination.
- Experience in FMCG, retail, or regulated industries (e.g., vapes, tobacco, consumer goods) is an advantage.
- Familiarity with UAE customs, FTA regulations, and Freezone procedures is highly desirable.
- Proficiency in Excel, Zoho, and ERP/WMS systems.
