The Purchase Administrator ensures purchase documentation is processed correctly and efficiently for inbound shipments. Key responsibilities include processing purchase orders, coordinating with warehouses and divisions, ensuring import requirements are met, and communicating smoothly with suppliers. The ideal candidate has a high school diploma, 2 years of warehouse or distribution experience, proficiency in English, and competencies in administration, customer service, quality standards, and office technology.

1. Job Description
Job Title Purchase Administrator
Company As per Country Department Logistics
Country As per Country Scope Administration of Inbound shipments,
KPI, staff and HSE
Reporting To
Purchase Administrative Supervisor/PSAS
Supervisor
Responsible For
Job Summary
The Purchase Administrator ensures purchase documentation is thoroughly checked and released in the system. Should also coordinate with
warehouse and division to ensure efficient channeling of information for a smooth and effective completion of import documentation.
In their endeavor to excellence, the fundamental values all our employees must possess are Commitment, Integrity, Empathy and Flexibility
Main Responsibilities
 Purchase Order Processing
» Complete the Purchase documentation function in receiving import shipments from various suppliers
» Process Purchase Order in the system prior to cargo arrival.
» Ensure all customer import requirements are completed.
» Receive purchase orders and enter divisions Purchase Orders upon requisition
» Monitor and report shipment discrepancies.
» Ensure all state, customs and other applicable regulations are followed while fulfilling customer requirements.
» Coordinate with Freight forwarder, Warehouse, Accounts & Division upon cargo arrival to complete shipment receiving.
» Coordinate with accounts for submission of released documents.
» Effective communication with Divisions, Warehouse & Suppliers for Smooth release of shipments for sales
» Ensure all shipment records are filed and maintained in a systematic method or as directed by the management and easily
retrievable when required
» Track, monitor and evaluate KPIs of documentation turn around lead time to reduce shipment release time and improve
Customer Satisfaction
» Ensure to accomplish the yearly objectives set by the management.
» Strictly follow standard processes, procedures and work instructions as per the company's Quality management system.
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 Customer Focus
» Build and maintain customer relationships in order to build strong loyalty
» Communicate with customers to assess their needs, provide assistance in satisfying those needs and meeting even over
achieving customers’ expectations.
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 Health & Safety and Environment
» Ensure that department keeps a high standard of health and safety and environmental performance as per OHSAS 18001 and ISO 14001.
» Report all incidents, of any nature and however caused, to their immediate superior completing all necessary documentation promptly
and accurately.
» Not intentionally or recklessly interfere with or misuse any equipment provided for ensuring health, safety or welfare.
» Report damage to equipment fixtures and fittings, MHE defects, incidents at work.
Ideal Profile
Education High School Graduate
Previous Experience Minimum 2 years experience in Warehouse or Distribution
Linguistic Skills
English  Excellent  Good  Fair  Preferable  Not Required
Arabic  Excellent  Good  Fair  Preferable  Not Required
French  Excellent  Good  Fair  Preferable  Not Required
Behavioural Competencies
Achievement Drive and
Initiative
The drive to meet and exceed goals and standards of excellence in spite of obstacles, lack of support,
opposition or discouragement; the ability to take prompt actions to achieve goals beyond requirements, to
seek out new responsibilities and acts on opportunities

2. Level 1  Focuses on the job, concentrates and resists distractions
 Displays a can do attitude
 Does what needs to be done without hesitation
Analytical Thinking and
Problem Solving
The ability to approach data and situations logically, to break down problems into their component parts and
look for underlying causes or thinking through the consequences of different courses of action
Level 1  Makes lists without assigning any priority
 Gathers, understands and connects data and information
 Is good at facing up to challenges
Communication The ability to plan and deliver communications in an impactful, persuasive and tactful way
Level 1  Is clear and precise in communication
 Uses standard formats of communication to present information and ideas
 Maintains regular, consistent communication
Concern for Quality The ability to check processes and tasks accurately and to ensure high quality standards and output
Level 1  Performs routine tasks completely and accurately
 Follows instructions on assigned tasks
 Asks questions to clarify expectations
 Compares finished work according to set expectations
Partnering and Team Working The ability to build and maintain positive and effective relationships as well as to value the opinion of others
Level 1  Responds positively to requests for help and support
 Is prepared to re-order own priorities if asked for help
Planning and Organizing The ability to plan and prioritize work to manage time effectively and accomplish assigned tasks
Level 1  Completes tasks allocated on time
 Uses a systematic approach to planning and organizing work and activities
 Prioritizes according to departmental policy
 Handles conflicting priorities in own work
 Organizes information/documents activity or materials for others
Key Technical Competencies
Administration The ability to monitor the administration of a number of different tasks
Level 1  Is accurate and pays attention to detail
 Follows and understands procedures
Customer Care/ Service The ability to identify and satisfy the needs of internal and external customers, displaying commitment to
meeting and exceeding their expectations
Level 1  Understands the importance of ongoing customer care and service level
 Asks questions to identify the needs or expectations of customers
 Adjusts personal style to deal with different customers
Maintaining Quality Standards The ability to maintain quality standards in all operations
Level 1  Understands and communicates the need for quality standards
 Able to identify and implement ideas for improved quality of service in own job
 Consistently applies records management standards
Office Technology The ability to use computer software and applications
Level 1  Demonstrates basic knowledge of relevant IT packages and systems
Technical Expertise
Level 1
Fundamental knowledge of processes, methods and procedures
 Understands the main processes and methods of work regarding to the position
 Possesses basic knowledge of organizational policies and procedures relating to the position and
applies them consistently in work tasks
 Identifies new and better approaches to work processes and incorporates same in own work
 Strives to keep job knowledge up-to-date through self-directed study and other means of learning
 Demonstrates understanding and knowledge of the current guidelines and HR tools, and utilizes
these regularly in work assignments.
Job Family Logistics Ref Number JD-Log-021 Last Revision Date Nov 2013