Purchasing Specialist
Job purpose
Handle procurement processes, negotiate contracts, and manage relationships with suppliers to ensure cost-effective and timely acquisition of goods and services. Source out and develop local and foreign markets to meet the demands of the organization.
Key accountability areas
Purchase requisitions delegations:
Check purchase requisitions and delegate them to members of the procurement team.
Follow and supervise the procurement team members in fulfilling their tasks in a timely manner and provide the support they might require.
Purchase orders creation and follow-ups:
Research market for new, strategic, project requirements and identify the most reliable sources.
Organize and attend technical and commercial discussions with suppliers.
Verify the documents and create vendor in system.
Review history, identify and recommend the best sources to send RFQs / tenders to get price proposals.
Review offers and history, analyze and negotiate with suppliers to finalize the commercial comparisons and recommendations, and process for the approvals with the authorities and committees.
Prepare commercial comparison of strategic items taking into consideration the technical and commercial aspects such as specifications, quality, delivery time, technical remarks, historical detail, and prices.
Convert purchase requisitions to purchase orders, taking into consideration technical and commercial recommendations and follow for approvals.
Follow with suppliers for the fulfillment of the issued purchase orders in accordance with the organization’s requirements.
Verify receipt or completion of purchase orders. Issues such as quality, quantity, shipment errors, etc. must be resolved through the proper channel.
Process and coordinate for payment needs such as advance, collection, and letter of credits.
Create, check, and verify letter of intent and contractual agreements with suppliers.
Conduct supplier evaluation on a pre-determined interval according to KPI.
Reporting:
Prepare and archive reports. Publish reports and documents that must be circulated.
Compliance:
Ensure implementation of management systems; adhere to quality, safety, and environmental policies.
Role accountability
HR proficiency:
Training of subordinates and forming a team to get the work done effectively.
Provide leadership, coaching, and direction to subordinates in all aspects of their work.
Delegate subordinates in each respective assignment.
Ensure fair distribution of tasks to maintain morale and motivation of subordinates.
Delivery:
Perform the planned activities to meet the operational and development targets as per delivery schedules.
Utilize resources effectively to achieve objectives within efficient cost and time.
Provide a periodic report formatted by detailing the deviation and execution of planned tasks.
Problem-solving:
Resolve any related problems that arise and escalate any complex operational issues.
Quality:
Ensure quality requirements to develop effective quality control and processes including specifications for products, processes, or related activities.
Business process improvements:
Coordinate well-defined written systems, policies, procedures, and seek automation opportunities as much as possible.
Academic qualification
Bachelor degree
Work experience
2 to 4 years
Technical / functional competencies
Purchasing benchmarking
Purchasing procedures
Purchasing reporting