Purchasing and Inventory Assistant

The Purchasing & Inventory Assistant for Oil Palm Plantations will be responsible for managing the procurement process, including cash purchases directly from stores, and ensuring timely delivery of requested goods. The role requires knowledge of hardware, machinery spare parts, and strong record-keeping skills to accurately maintain stock quantity records.

1. **Cash Purchases:**

• Facilitate cash purchases of items required for plantation operations from local stores.
• Adhere to purchasing guidelines and budgetary constraints while making transactions.

2. **Goods Collection and Delivery:**

• Collect purchased goods from stores and verify that they match the requested items and quantities.
• Coordinate with store personnel to ensure timely delivery of goods to the designated locations within the plantation.

3. **Inventory Management:**

• Maintain accurate and up-to-date records of inventory using stock cards or inventory management software.
• Regularly update stock quantity, item descriptions, and other relevant information.

4. **Knowledge of Hardware and Spare Parts:**

• Possess knowledge of hardware items and machinery spare parts used in plantation operations.
• Identify suitable sources for purchasing required items while considering quality and cost-effectiveness.

5. **Documentation and Record-Keeping:**

• Keep detailed records of all purchases, deliveries, and inventory transactions.
• Ensure proper documentation for accountability and auditing purposes.

6. **Quality Control:**

• Inspect purchased goods to ensure they meet quality standards and specifications.
• Address any discrepancies or issues with suppliers promptly.

7. **Vendor Communication:**

• Maintain effective communication with vendors and suppliers to ensure smooth procurement processes.
• Negotiate terms, prices, and delivery schedules when necessary.

8. **Collaboration:**

• Coordinate with various departments to understand their procurement needs and timelines.
• Work closely with the finance department to reconcile purchase invoices and receipts.

9. **Reporting:**

• Generate regular reports on inventory levels, purchase orders, and procurement activities.
• Provide updates to management regarding stock availability and any potential supply chain disruptions.

Requirements:

• Knowledge of hardware, machinery spare parts, and items relevant to oil palm plantation operations.
• Strong record-keeping skills to accurately document inventory transactions and stock quantities.
• Attention to detail to ensure purchased goods match specifications and quantities.
• Effective communication skills for coordinating with vendors, store personnel, and internal departments.
• Ability to manage cash transactions and adhere to budget constraints.
• Organizational skills to handle multiple procurement requests and deliveries.
• Problem-solving abilities to address any quality issues or discrepancies promptly.
• Familiarity with inventory management software is a plus.
• Must have valid driver’s license (D).

This scope of work outlines the core responsibilities and key requirements for the Purchasing & Inventory Assistant role within oil palm plantations. The candidate's knowledge of hardware, spare parts, record-keeping skills, and attention to detail are emphasized as critical for successful performance in this position.

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