JOB PURPOSE

This role is an opportunity to move beyond administrative support and become directly involved in the world of procurement. You will work with suppliers, manage purchase orders, monitor deliveries, support sourcing initiatives, and contribute to ensuring the smooth flow of goods across the business.

As you develop in the role, you will gain increasing exposure to supplier negotiations, market analysis, cost management, and strategic purchasing decisions. The position offers a clear learning curve and the chance to build technical, commercial, and interpersonal skills.

We are looking for someone with a strong willingness to learn, excellent organizational skills, and a genuine interest in how products, suppliers, people management and supply chains come together to support business growth.

KEY RESPONSIBILITIES

1. Purchasing Executive

o Coffee sourcing, supplier management, market analysis

o Coordinate daily with suppliers to monitor purchase documentation, deliveries, and order status.

o Maintain regular communication with suppliers regarding purchasing matters.

2. Purchase Administration

o Provide administrative support for purchasing activities, including preparing and distributing contracts, generating reports, and resolving supplier invoice issues.

o Prepare purchase orders and track them through to delivery and receipt of goods.

o Review contracts for completeness and accuracy before submitting them to Management for approval.

o Maintain proper contract records and documentation.

3. Reconciliation & Payment Management

o Process payments for purchased goods and related transactions.

o Prepare payment requests, payment vouchers, warehouse receipts, and supporting documentation.

o Verify invoices and related documents to ensure compliance with contract terms and company SOPs.

o Ensure payment records and supporting documents are accurate and complete.

o Monitor deposited goods and coordinate interest/deposit payments to suppliers in accordance with company regulations.

4. Reporting & Data Management

o Prepare and maintain reports, including but not limited to: • Monthly Average Report • Cash & Coffee Payment Report • Certification Tracking Report • ACOM Stop-loss Report • ACOM Pending Report • On-call Unfixed Report • Price Monitoring Report • Dashboard / Purchase Comparison Report

o Ensure all reports are accurate, complete, and submitted within the timelines specified in departmental SOPs.

o Verify the accuracy of data generated from systems such as Agree-N and BanQu and promptly report any discrepancies.

o Coordinate with IT and relevant departments to implement corrective actions and solutions when required.

5. Cash Planning & Monitoring

o Monitor and summarize cash requirements across assigned areas.

o Submit cash requests and provide timely updates to the Accounting Department.

o Notify Accounting promptly when additional funding requirements arise.

6. Coordination with SMS & Certification Follow-up

o Monitor certified coffee volumes purchased and alert management when supplier limits are approaching.

o Reconcile certification data with information provided by SMS to ensure accuracy and timely updates.

o Support suppliers and customers with data entry and updates in the BanQu system.

7. Supplier Development & Market Intelligence

o Build and maintain relationships with small-scale suppliers.

o Support purchasing activities to secure competitive pricing and reliable supply sources.

o Coordinate with customers regarding contractual opportunities and purchasing plans.

o Gather and analyze market information, including coffee prices, production volumes, harvest conditions, and industry trends.

8. Ad-hoc Duties

o Perform other duties and projects as assigned by the Purchasing Manager or Management.

o Assist with office administration tasks as assigned, coordinating travel arrangements, verifying related expenses, and preparing monthly reports.

Education:

• Bachelor's Degree in Economics, Business Administration, Supply Chain Management, or other related fields.

Skills:

• Good verbal and written communication skills.
• Proactive, self-motivated, and detail-oriented.
• Strong organizational and time management skills.
• Ability to work effectively both independently and as part of a team.
• Customer-focused with a flexible and adaptable approach.
• Fresh graduates in Business, Supply Chain, Logistics, Economics, or Agriculture-related majors.
• Junior Admin/Purchasing/Logistics staff seeking career growth.
• Candidates with exposure to the coffee industry or agricultural supply chains.

Languages:

• Ability to communicate effectively in English (spoken and written) is required.

Others:

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
• Experience with ERP systems, Power BI, or similar business applications is an advantage. Training will be provided where necessary