Procurement Assistant

Client of Blue Hat HR Services LLC

Job Brief

Are you an experienced Procurement Assistant with hands-on exposure to end-to-end procurement, RFQ handling, supplier coordination, and Letter of Credit (LC) documentation?

Are you a native Arabic speaker with the confidence to communicate effectively with Arabic-speaking clients, suppliers, banks, and government authorities?

If you have strong negotiation skills, experience in import/export documentation, and the ability to coordinate closely with Finance, Logistics, and external stakeholders, then you are the one we are looking for.

Key Responsibilities:

Supplier Sourcing & Vendor Management

• Identify and research new suppliers to meet emerging business requirements.
• Source alternative suppliers for existing procurement needs to ensure continuity.
• Build, populate, and maintain a comprehensive supplier database.
• Demonstrate strong negotiation and procurement skills to achieve cost-effective purchasing.

RFQ & Procurement Operations

• Manage the end-to-end RFQ (Request for Quotation) process in coordination with the Logistics Manager.
• Ensure RFQs and tenders issued to vendors meet company specifications and timelines.
• Review all existing and pending purchase orders and follow up with suppliers to ensure timely shipment.

Letter of Credit (LC) & Trade Documentation

• Handle invoicing and follow up on Letters of Credit (LCs).
• Work closely with the Finance Department on LC-related purchases.
• Review LC drafts received from customers and advise on required amendments.
• Check Export LCs and request amendments where necessary.
• Prepare and sign Export Letters of Credit and Collection Documents.
• Prepare Bill of Lading (BL) instructions for the import team in line with LC requirements.
• Follow up with banks on submitted documents for LC negotiation, approval, or collection.

Logistics & Shipment Coordination

• Coordinate with suppliers and logistics companies for shipment arrangements.
• Liaise with local authorities for shipment-related requirements.
• Communicate with suppliers regarding delivery discrepancies and resolve claims.
• Coordinate with insurance service providers/agencies for required insurance documents.

Finance & Internal Coordination

• Liaise with the Finance Department to process payments to:
• Government authorities
• Suppliers
• Service providers
• Follow up with customers on past-due bills and outstanding payments.

Compliance, Attestation & Documentation

• Apply for attestation and legalization of documents.
• Obtain Certificates of Origin and other trade documents from relevant government agencies.

Reporting & MIS

• Maintain daily MIS reports related to procurement, documentation, and shipments.
• Ensure proper documentation control and audit readiness.

Required Skills/Qualifications/Experience

• Bachelor s Degree in Business Administration, Supply Chain Management, Logistics Management, International Business, Commerce, Finance, Accounting, or any related field.
• Minimum 2 years of experience in procurement, logistics, or trade operations.
• Hands-on experience with:
• Letters of Credit (Import & Export)
• RFQs and vendor coordination
• Trade and shipping documentation
• Fluency in Arabic (Mandatory) spoken and written.
• Strong negotiation and vendor management skills.
• Good understanding of LCs, invoicing, and export/import documentation.
• Strong coordination and follow-up skills.
• High attention to detail and ability to manage multiple priorities.
• Proficient in MS Excel and MS Office.
• Ability to work independently with minimal supervision.