Procurement & Admin Assistant

Company

Impala Terminals Group (“ITG”) facilitates the global trade of commodities by offering producers and consumers reliable and efficient access to international markets. Through its network of 30 strategically located assets and operations in 20 countries, Impala provides critical storageinfrastructure services to energy and dry bulk customers around the world. The company manages two global businesses –Liquid and Dry Bulk storage - and is a joint venture between one of the world’s largest commodity trading houses, Trafigura, and the global fund manager, IFM Investors.

ITG is a Joint-Ventures between Trafigura and IFM investment fund, owning and operating various assets such as ports, terminals and multimodal logistics assets chains in export driven emerging markets for both liquid and dry cargos.

Main Purpose:

The Procurement & Administrative Assistant provides day-to-day administrative support to the procurement team and helps ensure that procurement requests are handled efficiently and on time.

The role involves coordinating with employees, suppliers and internal teams, following up on purchase requests, maintaining procurement records and supporting the day-to-day purchasing process.

The role also works with other department  when needed and provides general administrative support to the team.

Key Responsibilities: Responsibilities include but are not limited to:

Procurement, Maintenance & Warehouse Support

• Support supplier registration and maintain supplier records and databases.
• Request and analyse supplier quotations.
• Process delivery notes and verify received materials before system posting.
• Receive, store, and replenish materials and support the creation of new material records.
• Maintain warehouse records and reconcile Dynamics 365, ÚLTIMO, and physical stock.

• Process delivery notes for received services.
• Monitor the office management budget and related supplier costs.

Finance Administrative Support

• Support invoice and receipt processing and reconciliation in D365.
• Match invoices with receipts, POs, and delivery notes, ensuring accuracy of amounts and VAT.
• Maintain invoice documentation and records.
• Handle supplier queries regarding invoices and payments.
• Follow up on discrepancies, missing invoices, and other Finance-related matters.

The role will also provide support and back-up to the other Administrative Assistant and Office & Facilities Manager.

Knowledge, Skills and Abilities

• 3-5 years + in an administrative procurement function, finance task.
• Ability to prioritise, multitask, and manage competing demands
• Strong written and verbal communication; confident dealing with people at all levels
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Problem-solving. Proactive and resourceful — able to resolve issues independently 
• Discretion: Handles confidential information with professionalism and integrity
• Languages:  English (mandatory)second languages that can add value (French and Spanish)

Key Relationships:

• Internal
  • All Employees in the facility
  • Local Senior Management / Leadership Team
  • IT / Technology - Coordinates equipment setup, desk moves, access provisioning, and day-to-day tech support requests
  • Health & Safety Representative: Ensures office compliance with H&S regulations, fire safety, and risk assessments

• External
  • Building / Facilities Management & Landlord
  • Office Suppliers & Stationery Vendors
  • Cleaning & Maintenance Contractors
  • Catering & Food & Beverage Suppliers
  • Security Services
  • Visitors, Clients & Guests

Equal Opportunity Employer

We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.