Procurement Specialist

Job Overview

The Procurement Specialist manages the complete procurement cycle, ranging from placing orders to overseeing supplier accounts. This role is crucial in ensuring seamless movement of goods and data, maintaining stringent records for financial and tax purposes, and serving as the main intermediary among suppliers, accounts, and internal teams.

Primary Duties

• Place purchase orders with both domestic and international vendors.
• Track order confirmations, invoices, and shipment statuses.
• Coordinate and request product samples or promotional materials from suppliers.
• Obtain quotations for FMCG and marketing needs and forward them to the Accounts department for approval.
• Keep the Local & International Order Tracker updated for all new, in-transit, and pending deliveries.

• Generate Purchase Orders (POs) and Bills within Zoho software and provide physical copies to Accounts.
• Cross-check Goods-In Notes against physical deliveries and system records for accuracy.
• Ensure credit notes are generated to account for missing items, damages, or opened testers in retail outlets.

• Examine supplier invoices and Statements of Account (SOA) alongside payment schedules prior to submission to the Accounts team.
• Collaborate with Accounts to verify supplier SOAs related to goods received.
• Manage credit note allocations in coordination with finance.
• Dispatch sales reports to consignment suppliers and obtain corresponding tax invoices.

• Verify stock damages and discrepancies between physical inventory and system data, communicating issues accordingly.
• Inform teams about product expiration dates for stocks received.
• Coordinate damage reports with suppliers and request related credit notes.
• Maintain tracking of free-of-charge items, samples, and testers using the FOC Tracker.

• Support warehouse, stock movement, and inventory management during colleagues' absences such as leave or illness.
• Offer backup assistance for PO creation and supplier liaison duties to ensure continuous procurement operations.

Experience & Skills

• In-depth understanding of local and international procurement processes.
• Strong aptitude for documentation management and compliance with invoicing, customs, Free Trade Agreement (FTA), Ministry of Approval Information & Trade (MOAIT), and shipping documentation.
• Experienced user of Zoho or other ERP platforms for PO and billing functions along with inventory tracking.
• Highly detail-focused with excellent skills in document verification and reconciliation.
• Effective communicator able to coordinate with suppliers, warehouse staff, and accounting personnel.
• Capable of handling multiple tasks under pressure and managing substantial workloads.
• Proactive problem solver with a particular focus on resolving shipment discrepancies, damages, and inventory inconsistencies.

Qualifications & Background

• Bachelor’s degree in supply chain management, logistics, business administration, or an allied discipline.
• 3 to 5 years of relevant experience in procurement, logistics, or supply chain coordination.
• Prior experience in fast-moving consumer goods (FMCG), retail, or regulated sectors such as vaping, tobacco, or other consumer goods is a plus.
• Knowledgeable about UAE customs, Free Trade Agreements, and Freezone operational procedures is highly preferred.
• Competent in Excel, Zoho, and ERP/Warehouse Management System (WMS) software.