PROCUREMENT

PRIMARY DUTIES & RESPONSIBILITIES

1. Procurement Planning & Sourcing

• Execute procurement activities in accordance with company requirements, purchasing policies, and approved budgets.
• Source, evaluate, and recommend suitable suppliers based on price, quality, reliability, lead time, and service capability.
• Conduct market research and supplier benchmarking to identify competitive pricing and cost-saving opportunities.
• Support sourcing activities for refrigerated and frozen products while ensuring product quality, availability, and continuity of supply.
• Review purchasing requirements and ensure timely procurement to support business and operational needs.

2. Supplier Management

• Develop and maintain good working relationships with suppliers and business partners.
• Obtain and compare quotations, negotiate pricing, payment terms, delivery schedules, and other commercial terms.
• Monitor supplier performance in terms of quality, pricing, delivery, responsiveness, and service level.
• Follow up with suppliers on delivery delays, quality issues, shortages, and other procurement-related matters.
• Assist in supplier evaluation, qualification, and performance review processes.

3. Cost Control & Purchasing Analysis

• Monitor purchasing costs and ensure procurement activities are within approved budgets.
• Identify opportunities for cost reduction through price negotiation, supplier comparison, alternative sourcing, and process improvements.
• Monitor market trends such as raw material, fuel, freight, packaging, and cold storage costs that may impact procurement decisions.
• Prepare cost comparison, purchasing analysis, and cost-saving reports for management review.
• Ensure purchases are made at competitive prices without compromising quality and service requirements.

4. Inventory & Supply Chain Coordination

• Coordinate closely with Warehouse, Operations, Logistics, and Sales teams to understand purchasing and stock requirements.
• Monitor stock availability and initiate replenishment based on demand, inventory levels, and operational requirements.
• Follow up on purchase orders and delivery schedules to ensure timely availability of required goods and materials.
• Assist in minimizing stock shortages, excess inventory, product expiry, and wastage.
• Support demand forecasting and inventory planning to improve procurement efficiency.

5. Quality, Compliance & Risk Management

• Ensure procurement activities comply with company policies, purchasing procedures, and applicable regulatory requirements.
• Verify supplier documentation, certifications, and quality requirements where applicable.
• Coordinate with relevant departments on supplier quality issues, product specifications, and compliance matters.
• Identify potential procurement risks such as supply shortages, delivery delays, supplier dependency, and price fluctuations.
• Assist in developing appropriate actions to minimize procurement and supply chain disruptions.

6. Procurement Operations & Documentation

• Process and monitor Purchase Requisitions (PR), Purchase Orders (PO), quotations, and other procurement documentation.
• Ensure procurement records are complete, accurate, and properly maintained.
• Follow up on outstanding PRs, POs, deliveries, invoices, and supplier documentation.
• Ensure procurement activities are carried out in accordance with established procedures and approval requirements.
• Identify opportunities to improve purchasing processes, workflows, and internal controls.

7. Data Analysis & Reporting

• Monitor procurement performance indicators such as purchasing costs, supplier performance, delivery lead time, price variance, and order fulfillment.
• Analyse purchasing data and trends to support procurement planning and decision-making.
• Prepare regular procurement reports, cost comparisons, supplier performance reports, and other management reports.
• Highlight procurement issues and recommend appropriate corrective actions to improve performance.

8. Team Coordination & Support

• Provide guidance and support to Procurement Executives and Purchasing Assistants on daily procurement activities when required.
• Coordinate and follow up on procurement-related tasks to ensure smooth departmental operations.
• Share knowledge and provide support to team members on procurement procedures and supplier-related matters.
• Work closely with internal departments to resolve procurement issues and ensure business requirements are met.

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.