Job Description
The Purchase Assistant is responsible for supporting the procurement team in sourcing, purchasing, and negotiating with suppliers to ensure timely delivery of goods and services. This role requires attention to detail, strong communication skills, and the ability to manage multiple tasks efficiently.
Key Responsibility Areas (KRA) & Key Performance Indicators (KPI)
1. Procurement Support
KRA: Assist in the procurement process by gathering quotes, preparing purchase orders, and maintaining supplier relationships.
Short Description: Support efficient procurement operations.
- Order Accuracy Rate: Maintain a 98% accuracy rate in purchase orders.
- Supplier Response Time: Ensure responses from suppliers are received within 24 hours.
- Cost Savings: Achieve a 5% cost savings on annual procurement budget.
- Inventory Turnover: Maintain an inventory turnover ratio of 4 or above.
2. Inventory Management
KRA: Monitor and track inventory levels to ensure optimal stock levels and minimize excess inventory.
Short Description: Efficiently manage inventory levels.
- Stockout Rate: Maintain stockout rate below 2%.
- Inventory Accuracy: Achieve 99% accuracy in inventory counts.
- Lead Time: Maintain inventory lead time within set parameters.
- Inventory Turnover: Achieve a 10% increase in inventory turnover rate annually.
3. Supplier Management
KRA: Evaluate and onboard new suppliers, negotiate contracts, and monitor supplier performance.
Short Description: Ensure effective supplier relationships.
- Supplier Quality Score: Maintain supplier quality score above 90%.
- Contract Compliance: Ensure supplier contracts are adhered to by 95%.
- Supplier Diversity: Increase supplier diversity by 10% annually.
- Cost Negotiation: Achieve a 5% cost reduction through supplier negotiations.
4. Purchase Planning
KRA: Develop and implement purchase plans based on demand forecasts and budget constraints.
Short Description: Create effective purchase strategies.
- Forecast Accuracy: Achieve a 95% accuracy rate in purchase forecasts.
- Budget Adherence: Maintain purchases within set budget limits.
- Procurement Cycle Time: Reduce procurement cycle time by 10% annually.
- Supplier Evaluation: Conduct supplier evaluations quarterly.
5. Compliance and Documentation
KRA: Ensure compliance with procurement policies, maintain accurate records, and provide documentation as required.
Short Description: Uphold procurement compliance standards.
- Audit Readiness: Ensure all procurement records are audit-ready at all times.
- Policy Adherence: Maintain 100% compliance with procurement policies and procedures.
- Documentation Accuracy: Achieve 98% accuracy in procurement documentation.
- Regulatory Compliance: Stay updated on procurement regulations and ensure compliance.
Real-Time Example of KRA & KPI
Example: Supplier Management
KRA: Implementing a supplier performance evaluation system to track on-time delivery, quality, and cost-effectiveness.
- KPI 1: On-Time Delivery Rate: Maintain a supplier on-time delivery rate of 95%.
- KPI 2: Quality Rating: Achieve an average supplier quality rating of 4 out of 5.
- KPI 3: Cost Savings: Achieve a 3% cost savings through improved supplier negotiations.
- KPI 4: Relationship Building: Conduct quarterly supplier meetings to enhance relationships.
Tracking these KPIs led to improved supplier performance, cost savings, and enhanced business relationships.
Key Takeaways
- KRA defines what needs to be done, whereas KPI measures how well it is done.
- KPIs should always be SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
- Regular tracking and adjustments ensure success in Purchase Assistant role.
Content structured with clear, concise, and measurable KPIs to enhance professional readability.
