Purchasing & Accounts Payable Assistant

Job Description

The Purchasing & Accounts Payable Assistant supports procurement and payables activities within a manufacturing environment. This role ensures timely sourcing of raw materials, spare parts, and services while accurately processing supplier invoices for payment. The position plays a key role in supporting uninterrupted production operations, cost control, and compliance with internal controls.

Key Responsibilities

Purchasing Responsibilities

Prepare, issue, and track purchase orders for raw materials, consumables and spare parts.

Coordinate with production planning, maintenance, and warehouse teams to ensure material availability.

Communicate with suppliers regarding quotations, pricing, lead times, delivery schedules, and shortages.

Monitor supplier performance related to quality, delivery, and cost.

Follow up on deliveries and resolve discrepancies related to quantity, quality, or specifications.

Maintain accurate supplier master data, pricing records, and approved vendor lists.

Support inventory control by monitoring minimum stock levels and urgent purchase requirements.

Assist with local sourcing, cost comparisons, and basic negotiations under management guidance.

Accounts Payable Responsibilities

Receive, review, and verify supplier invoices for accuracy, pricing, and tax compliance.

Perform three-way matching between purchase orders, goods receipt notes, and invoices.

Reconcile supplier statements and resolve invoice discrepancies related to price variances, shortages, or damages.

Maintain accurate accounts payable records, supporting documents, and filing systems.

Coordinate with suppliers and internal departments to resolve payment-related issues.

Support audits by providing required documentation.

Qualifications & Experience

Diploma or bachelor’s degree in accounting, Finance, Business Administration, Supply Chain, or related field.

2–4 years of experience in purchasing, accounts payable, or a similar hybrid role within a manufacturing environment.

Familiarity with manufacturing processes, inventory management, and production-related purchasing a plus

Experience using ERP systems (e.g., SAP, Oracle, or similar) and MS Excel.

Skills & Competencies

Strong attention to detail and data accuracy

Ability to work under pressure in a production-driven environment

Excellent coordination and communication skills

Strong understanding of inventory and cost control principles

Ability to manage multiple priorities and meet tight deadlines

High level of integrity and confidentiality

Working Conditions

Office-based role with frequent interaction with production, warehouse, and maintenance teams.

Shop-floor or warehouse coordination is required

Full-time