Vendor Management Assistant

We One; Dubai; On-site; AED 80,000 - 110,000; Full time

Job summary

A reputable management firm in Dubai is seeking a Vendor Management Assistant responsible for overseeing vendor processes, including search, selection, onboarding, and evaluation. The ideal candidate will have at least 3 years of experience in vendor management, be proficient in procurement software, and possess strong data analytics skills. This position also involves coordinating evaluations, resolving disputes, and ensuring effective supplier relationships.

Qualifications

• 3+ years experience in vendor management, procurement, or supply chain.
• Proficient in management of vendor processes and performance evaluation.
• Strong skills in data reporting and analytics.

Responsibilities

• Oversee vendor search, selection, onboarding, and offboarding.
• Coordinate supplier evaluations and maintain performance scorecards.
• Analyze vendor data and generate comprehensive reports.
• Act as the primary contact for suppliers and internal end-users.

Skills

Vendor management

Data analytics

Supplier relationships

Dispute resolution

Education

Bachelor degree in Business Administration

Tools

Procurement software

Microsoft Office Suite

Job description

Job Summary

The Vendor Management Assistant is responsible for overseeing the vendor management process, including vendor search, selection, onboarding, performance assessment, and offboarding. The role involves leveraging data analytics, coordinating supplier focus groups, resolving disputes, and conducting vendor satisfaction surveys to ensure effective supplier relationships and alignment with business objectives.

Job Description

Vendor Management

• Vendor Search, Selection & Onboarding: Identify and evaluate potential vendors based on business needs and strategic goals. Manage supplier registration, approval, due diligence, onboarding, and documentation processes
• Document Verification: Check all uploaded documents (Trade License, VAT, Bank Details, Certificates, etc.) as part of the onboarding due diligence and ensure their validity.
• Vendor Approved List: Maintain up-to-date records of approved vendors, including licenses and certifications. Conduct reviews and revalidation to remove or requalify vendors based on updated evaluations or business needs.
• Vendor Offboarding & Data/System Updates: Systematically remove or update vendor information in procurement systems and supplier databases, flagging vendors as inactive or terminated.

Performance & Evaluation Management

• Performance Assessment: Coordinate supplier evaluations with buyers and end-users, maintaining scorecards to track performance trends over time.
• Corrective Action Plans: Request and monitor improvement plans from underperforming vendors to ensure service level compliance.

Data Reporting

• Use data analytics to identify trends, inefficiencies, and opportunities across the vendor portfolio.
• Generate daily, weekly, and monthly reports on purchasing trends, supplier performance, and stock turnover.
• Maintain accurate and comprehensive records for all vendor management activities.

Procurement, Supplier & End-User Support

• Act as the primary point of contact for suppliers, assisting with portal access (login, password reset), profile updates, document submission, and invoice upload.
• Verify and confirm updated bank details with suppliers to ensure absolute payment accuracy.
• Support internal end-users in raising Purchase Requisitions (PR) and closing Goods Received Notes (GRN), resolving any system or process issues.
• Assist procurement officers during the sourcing, Request for Quotation (RFQ), and tendering processes.

Stakeholder Engagement & Communication

• Dispute Resolution: Lead the resolution of complex vendor disputes or service failures, acting as a mediator to maintain positive long-term relationships.
• Supplier Focus Group Coordination: Plan, schedule, and execute supplier focus groups. This includes agenda preparation, logistics, stakeholder liaison, documentation, and tracking follow-up actions.
• Vendor Satisfaction Survey: Manage the end-to-end process of vendor satisfaction surveys, from communication and execution to analysis, reporting, and implementing feedback-based improvements.

Required Criteria

• Bachelor degree in Business Administration, Supply Chain Management or a related field.
• 3+ years experience in vendor management, procurement, or supply chain
• Proficiency in procurement software, supplier databases, and Microsoft Office Suite.