Procurement Assistant Manager

JOB SUMMARY

The Assistant Manager, Procurement is responsible for supporting and overseeing the company's procurement operations to ensure the timely acquisition of quality goods and services at competitive prices. This role focuses on strategic sourcing, supplier relationship management, contract negotiation, cost optimization, and ensuring compliance with company policies and relevant regulations. The Assistant Manager also collaborates with cross-functional teams to maintain an efficient and reliable supply chain while driving continuous improvement in procurement processes.

PRIMARY DUTIES & RESPONSIBILITIES

1. Procurement Planning & Strategic Sourcing

• Assist in developing and implementing procurement strategies aligned with business objectives.
• Source, evaluate, and qualify new suppliers to ensure a competitive and reliable supplier base.
• Conduct market research and supplier benchmarking to identify cost-saving opportunities.
• Develop sourcing strategies for refrigerated and frozen products while ensuring product quality and continuity of supply.

2. Supplier Management & Contract Negotiation

• Build and maintain strong relationships with suppliers and strategic business partners.
• Lead commercial negotiations on pricing, payment terms, delivery schedules, service levels, and contractual agreements.
• Monitor supplier performance through regular evaluations and implement corrective actions where necessary.
• Ensure suppliers comply with company standards, contractual obligations, and regulatory requirements.

3. Cost Control & Budget Management

• Monitor procurement expenditure and ensure purchases remain within approved budgets.
• Identify opportunities for cost reduction and process efficiencies without compromising quality or service.
• Analyse market trends, including raw material, fuel, freight, packaging, and cold storage costs to support purchasing decisions.
• Prepare procurement reports and cost-saving analyses for management review.

4. Inventory & Supply Chain Coordination

• Work closely with Warehouse, Operations, Logistics, and Sales teams to ensure sufficient inventory levels.
• Monitor stock availability and coordinate replenishment to avoid stock shortages, excess inventory, or product spoilage.
• Support demand planning and forecasting to improve inventory turnover and procurement efficiency.
• Ensure timely procurement and delivery of materials to meet operational requirements.

5. Cold Chain Compliance & Risk Management

• Ensure procurement activities comply with applicable cold chain standards, food safety regulations, and company policies.
• Verify suppliers' compliance with quality standards such as ISO 13485, FSSC 22000, HACCP, GMP, or other relevant certifications where applicable.
• Identify procurement risks including supplier disruptions, transportation delays, equipment failures, and supply shortages, and develop mitigation plans.
• Support supplier audits and quality improvement initiatives.

6. Procurement Operations & Process Improvement

• Review and approve Purchase Requisitions (PR) and Purchase Orders (PO) within delegated authority.
• Ensure procurement documentation is complete, accurate, and maintained according to company procedures.
• Identify opportunities to improve procurement workflows, systems, and internal controls.
• Support digitalization and continuous improvement initiatives within the procurement function.

7. Data Analysis & Performance Reporting

• Monitor procurement KPIs including cost savings, supplier performance, delivery reliability, lead time, and procurement cycle time.
• Analyse procurement data to support forecasting, budgeting, and management decision-making.
• Prepare monthly procurement reports and presentations for management.
• Recommend corrective and preventive actions based on procurement performance analysis.

8. Leadership & Team Support

• Supervise, guide, and coach Procurement Executives and Purchasing Assistants in their daily responsibilities.
• Allocate workload and monitor team performance to ensure departmental objectives are achieved.
• Assist the Procurement Manager in departmental planning, staff development, and performance evaluations.
• Promote teamwork, accountability, and continuous improvement within the procurement team.

9. Other Responsibilities

• Perform any other duties and responsibilities assigned by Management from time to time.
• Ensure compliance with company policies, ethical procurement practices, and health, safety, and environmental requirements.