PROCUREMENT EXECUTIVE

Job Overview

As a Procurement Executive you are responsible for sourcing and purchasing ingredients, packaging materials, wares, equipment, and supplies required for food production.

You are to ensure that materials are available on time, meet food-safety and quality standards, and are purchased at competitive prices.

Key Responsibilities

• Source and purchase raw ingredients, packaging materials, wares, equipment, office and other production items.
• Obtain and compare quotations based on price, quality, food-safety compliance, availability, and delivery commitment.
• Negotiate pricing, payment terms, minimum order quantities, and delivery arrangements.
• Prepare purchase orders and monitor them through order fulfilment.
• Coordinate closely with Production, Quality Assurance, Warehouse, Operations, and Finance.
• Review production forecasts and plan material purchases accordingly.
• Monitor stock levels to prevent shortages, overstocking, and material expiry.
• Identify alternative suppliers and substitute materials to reduce supply-chain risks.
• Ensure suppliers provide the required certifications, specifications, allergen information, and food-safety documents.
• Check that ingredients and packaging materials meet approved product specifications.
• Follow up on late deliveries, shortages, damaged goods, quality issues, and incorrect items.
• Coordinate with Head of Production and QA on rejected materials and corrective actions.
• Maintain approved supplier lists, price lists, contracts, specifications, and purchasing records.
• Monitor supplier performance in relation to quality, pricing, service, and delivery reliability.
• Support supplier audits and food-safety certification requirements.
• Check invoices, delivery orders, and purchase orders for accuracy before payment processing.
• Ensure proper documentation and upkeep of records.
• Assist with stock counts and investigate inventory discrepancies.
• Prepare procurement reports, cost comparisons, price-variance reports, and savings analyses.
• Ensure procurement activities comply with company policies, approved budgets, and food-safety standards.