Purchasing Executive
1. Purchasing & Purchase Orders
Receive approved purchase requests from the relevant departments.
Obtain and compare quotations from approved and potential suppliers.
Negotiate prices, payment terms, delivery schedules, and commercial conditions.
Prepare and issue Purchase Orders through Odoo ERP according to company approval procedures.
Follow up open POs until materials are received and documentation is completed.
Ensure purchases comply with approved specifications, quantities, prices, and delivery dates.
2. Raw & Packaging Material Procurement
Support procurement of materials used in Lavida’s manufacturing operations, including:
- Food ingredients and additives.
- Oils, tomato products, spices, flavors, stabilizers, preservatives, and other raw materials.
- Bottles, caps, jars, sachet films, labels, cartons, and other packaging materials.
- Cleaning and sanitation materials.
- Factory consumables, spare parts, and other operational requirements when assigned.
3. Supplier Management
Identify and evaluate alternative suppliers to reduce supply risk and improve commercial terms.
Maintain an updated supplier database.
Coordinate supplier qualification with the Quality Department.
Monitor supplier performance regarding:
- Price
- Quality
- Delivery reliability
- Lead time
- Payment terms
- Responsiveness
Follow up supplier complaints, rejected materials, shortages, and replacement requirements.
4. Cost Control & Negotiation
Continuously compare market prices and identify cost-saving opportunities.
Obtain competitive quotations whenever applicable.
Negotiate improved prices and payment terms without compromising quality or supply continuity.
Report significant price increases before confirming purchases.
Maintain historical purchasing-price information and monitor price trends.
Identify opportunities for annual contracts, volume discounts, and improved credit terms.
5. Inventory & Production Coordination
Coordinate with Planning and Warehouses to understand current stock levels and upcoming requirements.
Follow production requirements and ensure critical materials are available before scheduled production.
Avoid both material shortages and unnecessary overstocking.
Immediately escalate any expected shortage that could cause a production stoppage.
Follow up urgent purchasing requirements and communicate expected delivery dates clearly.
6. Delivery Follow-Up
Maintain an updated list of all open Purchase Orders.
Follow suppliers continuously until delivery is completed.
Coordinate delivery schedules with warehouses.
Follow up delayed deliveries and escalate critical delays.
Ensure received quantities are matched against the relevant PO and supplier documents.
7. Documentation & Quality Requirements
Coordinate with Quality and suppliers to obtain required documentation, including where applicable:
- COA – Certificate of Analysis
- Product specifications
- Technical Data Sheets
- MSDS/SDS
- Allergen declarations
- Halal certificates
- Food safety certificates
- Country of origin documents
- Regulatory and compliance documents
No new food ingredient or packaging material should be purchased without the required internal technical/quality approval.
8. Odoo & Reporting
Maintain accurate purchasing transactions in Odoo .
Keep Purchase Orders and supplier information updated.
Monitor overdue and partially delivered POs.
Prepare periodic procurement reports covering:
- Open Purchase Orders
- Delayed deliveries
- Critical material shortages
- Price changes
- Supplier performance
- Cost-saving opportunities
- Outstanding supplier issues
Key Performance Indicators (KPIs)
Performance should be measured based on:
- On-time material availability
- Number of production stoppages caused by purchasing shortages
- Purchase price variance / cost savings
- Supplier on-time delivery performance
- Average purchasing lead time
- Percentage of overdue Purchase Orders
- Accuracy of Odoo purchasing records
- Supplier quality/rejection rate
- Improvement in supplier payment and commercial terms
- Development of alternative suppliers for critical materials
Qualifications
- Bachelor’s degree in Commerce, Business Administration, Supply Chain, Logistics, or a related field.
- 5-7 years of purchasing/procurement experience , preferably in food manufacturing, FMCG, or industrial manufacturing.
- Experience purchasing food ingredients and/or packaging materials is highly preferred.
- Good knowledge of ERP systems; Odoo experience is an advantage .
- Good Microsoft Excel skills.
- Good English communication skills, particularly for supplier correspondence.
Required Skills
- Strong negotiation skills.
- Commercial and cost awareness.
- Excellent supplier follow-up.
- High level of organization and attention to detail.
- Ability to work under pressure and handle urgent factory requirements.
- Strong communication and coordination skills.
- Ability to compare quotations commercially and technically.
- Good analytical and problem-solving ability.
- Strong sense of ownership and accountability.
Candidate Profile
Lavida is looking for a proactive purchasing professional, not simply a Purchase Order processor . The successful candidate should actively follow materials from requirement through quotation, negotiation, ordering, delivery, and closure. The candidate is expected to anticipate shortages, challenge prices, develop alternative suppliers, and escalate risks before they affect production. The position requires someone who understands that in a manufacturing environment, purchasing performance directly affects production continuity, inventory, cash flow, product quality, and profitability.