Procurement & Purchasing Executive

Key Responsibilities

1. Procurement & Purchase Order Management

• Manage the end-to-end procurement process, from sourcing and quotation comparison through to purchase order issuance and delivery.
• Process and manage purchase orders accurately and efficiently in accordance with company procedures.
• Monitor purchase orders and supplier delivery schedules to ensure timely fulfilment of procurement requirements.
• Coordinate with internal departments to understand purchasing needs and ensure goods and services are procured according to requirements.
• Follow up on outstanding orders and take appropriate action to address delivery delays or other procurement issues.
• Resolve procurement-related issues, including delayed deliveries, damaged or incorrect goods, invoice discrepancies, and other supplier-related matters.

2. Supplier Sourcing & Management

• Source, identify, evaluate, and select suitable suppliers based on quality, pricing, reliability, delivery performance, and service standards.
• Develop and maintain positive and professional relationships with suppliers to support long-term business partnerships.
• Negotiate pricing, payment terms, delivery schedules, contracts, and other commercial terms to achieve the best value for the company.
• Conduct regular supplier performance evaluations and reviews to ensure suppliers meet the company's quality, cost, delivery, and service requirements.
• Identify alternative suppliers and sourcing opportunities to improve supply continuity and reduce procurement risks.

3. Cost Control & Procurement Planning

• Monitor procurement spending and ensure purchases are made within approved budgets and company guidelines.
• Review quotations, pricing, and purchasing trends to identify cost-saving and value-improvement opportunities.
• Analyze procurement spending and supplier pricing to support effective cost management and purchasing decisions.
• Support cost reduction initiatives while maintaining the required quality, delivery, and service standards.
• Assist in procurement planning to ensure sufficient supply availability and minimize unnecessary purchasing costs.

4. Compliance, Documentation & Reporting

• Ensure all procurement activities comply with company policies, procedures, approval requirements, and applicable regulatory requirements.
• Maintain accurate and up-to-date procurement records, including quotations, purchase orders, supplier information, contracts, delivery documents, and other relevant documentation.
• Ensure proper documentation and approval are obtained throughout the procurement process.
• Prepare procurement reports, supplier performance reports, spending analysis, and other management reports when required.
• Provide relevant procurement data and insights to support management decision-making and continuous improvement.

5. Process Improvement & Cross-Functional Coordination

• Work closely with Finance, Warehouse, Operations, Sales, and other relevant departments to ensure smooth and efficient procurement activities.
• Identify gaps and inefficiencies in existing procurement processes and recommend improvements.
• Support the implementation of procurement controls, systems, and processes to improve efficiency, transparency, and cost effectiveness.
• Perform other procurement-related duties and responsibilities as assigned by the management.