ASST. Manager - Procurement

Key Responsibilities ASST. MANAGER - PROCUREMENT

A. Purchase Planning & Procurement

• Review purchase requirements received from Production, Stores, R&D, Administration and other departments.

• Prepare and maintain purchase plans based on production requirements and inventory levels.

• Source and procure:

• Cosmetic raw materials

• Fragrance and essential ingredients

• Packaging materials

• Bottles, tubes, jars, caps, pumps, etc.

• Cartons, labels and printed materials

• Chemicals and consumables

• Production and maintenance items

• Office and general consumables

• Ensure materials are purchased as per approved specifications and required timelines.

• Follow up continuously with vendors to ensure timely delivery.

B. Vendor Management

• Identify, evaluate and develop new suppliers.
• Maintain an approved vendor list.
• Obtain quotations from multiple suppliers and conduct price comparisons.
• Negotiate prices, payment terms, credit periods, MOQ, lead time and other commercial terms.
• Develop alternate vendors for critical raw materials and packaging materials.
• Monitor vendor performance regarding quality, price, delivery and service.
• Maintain healthy and professional relationships with suppliers.

C. Cost Control & Negotiation

• Negotiate the best possible purchase prices without compromising quality.

• Conduct regular price benchmarking for major raw materials and packaging materials.

• Identify opportunities for cost reduction through:

• Alternate suppliers

• Bulk purchasing

• Annual rate contracts

• MOQ optimization

• Better payment terms

• Local sourcing

• Track major price fluctuations and inform management in advance.

• Maintain purchase price comparison records.

D. Purchase Order Management

• Prepare Purchase Orders as per approved requirements.

• Ensure PO contains correct:

• Product specifications

• Quantity

• Price

• GST

• Delivery terms

• Payment terms

• Delivery date

• Quality requirements

• Obtain necessary approvals before releasing POs.

• Track open POs and pending deliveries.

• Follow up with vendors until material is received and accepted by Stores/Quality.

E. Inventory & Stores Coordination

• Coordinate closely with the Stores department to monitor stock levels.
• Ensure adequate availability of critical materials for production.
• Monitor minimum, maximum and reorder levels.
• Avoid stock-outs as well as unnecessary overstocking.
• Review slow-moving and non-moving inventory with Stores and Finance.
• Assist in optimizing inventory and working capital.
• Coordinate physical verification and reconciliation of purchase-related inventory wherever required.

F. Quality Coordination

• Coordinate with the Quality/R&D team for approval of new vendors and materials.
• Ensure materials are purchased according to approved specifications.
• Follow up with suppliers regarding rejected or substandard materials.
• Coordinate replacement/return of rejected materials.
• Maintain records of supplier quality issues and corrective actions.

G. Documentation & MIS

Maintain proper records of:

• Purchase Orders
• Supplier quotations
• Comparative statements
• Vendor master
• Purchase price history
• Delivery schedules
• Pending purchase orders
• Vendor performance
• Material rejection/return
• Payment terms
• Purchase-related MIS

Prepare regular reports covering:

• Total purchases
• Purchase vs. budget
• Pending orders
• Material shortages
• Vendor-wise purchases
• Price variations
• Cost savings
• Outstanding supplier commitments
• Critical material status

3. Coordination with Accounts & Finance

• Coordinate with Accounts for vendor invoice processing.
• Verify PO, GRN and invoice matching wherever applicable.
• Resolve discrepancies relating to quantity, price, GST or other commercial terms.
• Coordinate with Accounts regarding vendor payment schedules.
• Negotiate suitable credit terms with suppliers wherever possible.
• Support Finance in managing working capital through better procurement and payment terms.

4. New Vendor Development

• Continuously search for reliable and competitive suppliers.
• Develop alternative suppliers for critical materials.
• Obtain samples and technical documents from new suppliers.
• Coordinate trials with R&D/Quality/Production.
• Conduct vendor evaluation based on quality, price, delivery and service.
• Maintain proper documentation for vendor approval.

5. Compliance & Controls

• Follow the company's purchase approval process.
• Ensure purchases are made only against authorized requirements.
• Maintain proper documentation and audit trails.
• Avoid unauthorized purchases and duplicate orders.
• Ensure segregation of vendor selection, purchase approval and payment processes.
• Support internal/statutory audits by providing purchase-related records.

6. Qualification & Experience

Qualification:

• Graduate in any discipline.
• Diploma/Degree in Supply Chain Management, Procurement, Materials Management or related field will be an advantage.

Experience:

• 4–7 years of experience in Purchase/Procurement.
• Experience in cosmetics, personal care, FMCG, chemicals, pharmaceuticals or manufacturing will be preferred.

Candidates should preferably have experience in purchasing both raw materials and packaging materials.

8. Required Skills

• Strong negotiation skills.
• Vendor development and management.
• Knowledge of raw materials and packaging procurement.
• Good understanding of purchase processes.
• Strong Excel skills.
• ERP/software knowledge.
• Analytical and cost-conscious approach.
• Good communication and follow-up skills.
• Strong coordination with Production and Stores.
• Ability to work under pressure and meet production deadlines.
• Good understanding of inventory management.

Perks and benefits

Provident fund