Procurement Purchase Assistant

Job Description

Primary Responsibilities    

This role supports internal requesters and local affiliates by executing operational purchasing activities via Oracle iProcurement (I-Proc) for defined standard materials and services. The position ensures timely, cost-efficient and compliant execution of purchase requests within the agreed scope and service levels, including proactive communication with stakeholders.

Specific Responsibilities   

• At all times, complies with the SGS Code of Integrity and Professional Conduct.
• Receives and validates purchase requests from internal requesters (e.g. via template or email) for standard materials and services in scope.
• Creates and submits purchase orders in Oracle I-Procurement (I-Proc) based on approved requests, following defined catalog, supplier and cost-center rules.
• Monitors open purchase orders, follows up on confirmations and delivery dates with suppliers and/or local contacts, and updates order status in I-Proc.
• Identifies delays, missing confirmations or other issues in the supply process and initiates corrective actions in alignment with local stakeholders (e.g. alternative article, escalation, cancellation).
• Provides proactive status updates to the original requester regarding order placement, expected delivery dates, delays and applied countermeasures.
• Performs goods receipt posting in I-Proc / Oracle based on received and validated delivery notes, ensuring correct quantities, references and dates.
• Ensures that scanned delivery notes and related supporting documents are correctly stored in the defined SharePoint structure and are easily retrievable.
• Supports clarification of basic invoice discrepancies related to I-Proc orders in collaboration with local finance / AP and the requester.
• Adheres to internal standards, policies and procedures and contributes to continuous improvement of the I-Proc purchasing process.

Qualifications

• Bachelor’s degree required. 

• 1-2 years data entry and/or accounting / billing / purchasing experience strongly preferred. 

• Strong computer skills, proficiency in Microsoft Office applications, including Outlook, Word, and Excel. and Oracle i-proc.

• Good written and verbal communication skills in English (B2+). 

Additional Information

• Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.