Purchasing Specialist

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: 

• Bachelors 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