Procurement Assistant - Supply Chain & Warehousing jobs in Malta - April 2024
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Procurement Assistant


Published on 16 Feb 2024

Expires in 6 days (30 Apr 2024)

Our client is seeking to recruit a focused, energetic and detail-oriented Procurement Assistant to form part of their Administration and Outreach team. The chosen candidate will promote a client-focused, high quality, results-oriented approach and solution minded in the planning and execution of the logistical aspects of the Company's activities.


  • Work collaboratively with all units and staff by assisting in the organization of training, workshops, and other capacity-building activities in Malta and abroad in a specific geographic region.
  • Plan and manage the event logistics pertaining to the implementation of the events from start to finish according to the requirements indicated on the Procurement Form.
  • Conduct research to source the best products and suppliers in terms of value, delivery schedules, and quality.
  • Build and maintain good relationships with new and existing suppliers.
  • Negotiate contracts for goods and services, and ensure contracts and terms are favourable.
  • Maintain a consistent understanding of the status of all events and ensure timeliness, quality, and accuracy of activities against internal policies and contractual and grant commitments.
  • Monitor and maintain effective internal control and workflows; maintain the internal SOPs in Procurement.
  • Prepare Requests for Proposals/Quotations for all services required including accommodation, transportation, audio-visual, interpretation services, printing, food and beverage and other requirements indicated in the Procurement Forms.
  • Analyse quotations and conduct cost analysis reports and setting benchmarks for improvement.
  • Manage and keep track of all relevant documentation with both internal and external contacts.
  • Prepare Purchase Orders where applicable.
  • Communicate effectively with all concerned of any contractual deadlines, penalties and other important information.
  • Evaluate flights options and make recommendations where applicable, as well as prepare rooming lists, transfers lists and logistics resumes.
  • Coordinate deposits and other payments with the finance team.
  • Coordinate all operations to ensure smooth execution of such events and step in to resolve any challenges the team might encounter.
  • Maintain a centralized filing system for procurement documents including vendor information and purchase orders.
  • Review and process invoices for the finance department.
  • Evaluate the event’s success and submit reports, where applicable.
  • Provide administrative support and perform other duties, as needed, to support the Administration & Outreach and Communications functions 
  • Candidates must already be based in Malta, with the legal right to work in Malta
  • A strong work ethic, with the ability to work independently, set priorities, and organise work to meet deadlines.
  • Professional-level command of the English language, with excellent oral and written communication skills, and exceptional attention to detail.
  • Ability to travel for work purposes would be a plus
Education and Experience
  • A Diploma Level of Education, as a minimum, is mandatory
  • Any qualification in Events, Hospitality, or a similar field is desired
  • Hybrid working model
  • Flexi-time
  • Potential travel for work
  • Health & Dental Insurance

Full Time
Job Type
Intermediate (1-3 years)
Experience Level
Supply Chain & Warehousing
Legal Services

Warehouse Assistant

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