The incumbent will be responsible for managing the end-to-end purchasing process, including purchase order issuance, supplier coordination, and LC/bank contract handling. The role ensures accuracy and compliance in procurement documentation, monitors order fulfillment, and facilitates timely invoice verification and payments. It requires close collaboration with suppliers, finance, and logistics teams to support smooth import and local procurement operations while maintaining adherence to company policies and regulatory standards.
Key Responsibilities:
Purchase Order Management
- Issue and release approved purchase Orders (POs) to relevant suppliers.
- Ensure PO accuracy in terms of price, quantity, delivery timelines, and payment terms.
- Send POs to suppliers and follow up for timely confirmation and order acceptance.
LC & Bank Contract Management
- Coordinate with supplier and finance to determine appropriate LC terms (e.g., irrevocable, at sight, usance).
- Prepare and submit LC application documents to the finance/bank in line with the PO and contract terms.
- Liaise with banks to arrange LC and Bank Contracts.
- Monitor LC processing, amendments, document presentation, and compliance etc.
- Ensure timely approval and issuance of bank contracts related to foreign and local purchases.
Order & Documentation Follow-up
- Track order fulfillment status in coordination with suppliers and internal teams.
- Follow up on supplier shipping documents required under LC and Bank Contract e.g., invoice, packing list, BL, COO.
- Ensure timely document receipt for customs clearance and payment processing.
Invoice Verification & Matching
- Conduct 3-way matching (PO, invoice, and goods/services receipt).
- Resolve discrepancies between PO terms and invoice details (pricing, quantity, tax, etc.).
- Work with suppliers and internal teams to resolve documentation or billing issues.
Payment Processing
- Forward verified invoices and supporting documents to the finance team for payment.
- Ensure timely release of payments as per agreed terms (TT, LC settlement, etc.).
- Track payment status and maintain communication with vendors and banks.
Recordkeeping & Compliance
- Maintain and update GIT report on daily basis to help planner for MRP.
- Maintain proper documentation for POs, LCs, invoices, shipping documents, and payment confirmations.
- Ensure compliance with company procurement policies, audit standards, and import/export regulations.
- Assist in periodic audits and reporting.