Officer

Job Purpose

To manage the complete purchase and procurement cycle, ensuring timely availability of materials, competitive pricing, appropriate quality, and adherence to company procurement policies.

Key Responsibilities

• Identify material requirements based on production, inventory, and operational needs.
• Source and evaluate reliable suppliers and vendors.
• Obtain and compare quotations, negotiate prices, payment terms, delivery schedules, and other commercial conditions.
• Prepare and process Purchase Orders (POs) after obtaining the required approvals.
• Follow up with suppliers to ensure timely delivery of materials.
• Coordinate with stores, production, quality, accounts, and other departments regarding material requirements and deliveries.
• Maintain and update supplier/vendor records, quotations, purchase orders, and related documentation.
• Monitor purchase prices and identify opportunities for cost reduction.
• Ensure purchased materials meet specified quality and quantity requirements.
• Resolve issues related to shortages, delayed deliveries, quality deviations, invoices, and vendor payments in coordination with relevant departments.
• Develop and maintain good relationships with existing and potential suppliers.
• Evaluate vendor performance based on quality, price, delivery, service, and reliability.
• Support vendor development and alternate-source identification.
• Ensure procurement activities comply with company policies and approval procedures.
• Maintain MIS/reports related to purchases, pending orders, vendor performance, and procurement costs.

Required Skills

• Strong negotiation and vendor-management skills.
• Good knowledge of procurement and purchasing processes.
• Good communication and coordination skills.
• Ability to analyze quotations and commercial terms.
• Good follow-up and problem-solving abilities.
• Proficiency in MS Excel and ERP/purchasing software.
• Ability to manage multiple purchase requirements and meet deadlines.
• Basic understanding of inventory and supply-chain processes.

Qualification

• Graduate in any discipline; preferably B.Com, BBA, or Supply Chain/Procurement-related qualification.
• Relevant experience in Purchase/Procurement will be preferred.

Key Performance Indicators (KPIs)

• On-time material delivery.
• Purchase cost savings.
• Supplier quality and performance.
• Reduction in purchase lead time.
• Accuracy of purchase orders and documentation.
• Availability of required materials.
• Vendor development and alternate sourcing.
• Compliance with procurement procedures.