Procurement Officer

1. JOB PURPOSE

The Procurement Officer is responsible for managing the end-to-end procurement process across Samira Maatouk Group (SMG), ensuring the timely, cost-effective, and quality-driven sourcing of goods, materials, equipment, services, and operational requirements.

The role requires close coordination with Operations, Finance, Warehouse, Factory & Production, Central Kitchen, Projects & Maintenance, Retail Outlets, and other departments to ensure that all purchases are properly planned, budgeted, approved, documented, and processed in accordance with the Group’s procurement policies, internal controls, and approved systems.

The position plays a key role in cost optimization, supplier management, stock availability, budget compliance, and operational continuity across all SMG entities and locations.

2. KEY RESPONSIBILITIES

A. Procurement Planning and Purchase Requisitions

• Receive, review, and process approved Purchase Requisitions (PRs) from business units and departments.
• Verify the accuracy, completeness, business justification, required delivery date, and approved budget before initiating procurement.
• Coordinate with department heads, outlet managers, factory teams, central kitchen, warehouse, and project teams to consolidate purchasing requirements.
• Plan purchases based on consumption patterns, minimum and maximum stock levels, lead times, seasonal demand, and operational forecasts.
• Ensure timely procurement of coffee, food ingredients, packaging, consumables, retail supplies, spare parts, equipment, uniforms, office supplies, and other approved requirements.
• Identify urgent and recurring requirements to minimize stock shortages and avoid unnecessary emergency purchases.

B. Supplier Sourcing and Vendor Management

• Identify, evaluate, and develop a reliable supplier base for the Group’s operational and commercial requirements.
• Obtain competitive quotations from multiple suppliers in line with the Group’s procurement policy and applicable approval thresholds.
• Prepare comparative statements covering price, quality, specifications, payment terms, warranty, delivery timelines, and after-sales support.
• Negotiate pricing, credit terms, discounts, delivery schedules, and service agreements to achieve the best commercial value.
• Maintain an updated and approved supplier database, including contact details, trade licenses where applicable, quotations, contracts, and payment terms.
• Monitor supplier performance, product quality, delivery reliability, and responsiveness.
• Escalate supplier disputes, recurring quality issues, price fluctuations, and delivery delays to management.

C. Budget Control and Cost Optimization

• Ensure that procurement activities are aligned with approved departmental budgets, CAPEX plans, project budgets, and authorized expenditure limits.
• Verify budget availability with Finance or the designated budget owner before committing to expenditure.
• Support cost-saving initiatives through price benchmarking, supplier consolidation, alternative sourcing, bulk purchasing, and contract negotiations.
• Track purchase prices and identify significant price variances against historical costs, quotations, contracts, and approved budgets.
• Ensure that no purchase commitment, order, or supplier agreement is made without the required authorization.
• Provide procurement cost reports and savings analysis to management.

D. Purchase Orders and Documentation

• Prepare and issue Purchase Orders (POs) only after the required approvals have been obtained.
• Ensure that each PO includes the correct item description, specifications, quantities, prices, delivery location, payment terms, and agreed delivery date.
• Maintain complete procurement documentation, including PRs, quotations, comparative statements, approvals, POs, delivery notes, invoices, and supplier correspondence.
• Follow up on open purchase orders and maintain an updated order-tracking report.
• Ensure that all purchasing transactions are recorded in the designated ERP system, including SAP Business One, in accordance with Group procedures.
• Ensure procurement records are accurate, traceable, and available for internal and external audits.

E. Inventory and Warehouse Coordination

• Work closely with Warehouse and Inventory teams to verify stock availability before raising or processing new purchase requirements.
• Review stock movement, consumption, reorder levels, slow-moving items, and excess inventory to support efficient purchasing decisions.
• Coordinate timely deliveries and ensure that goods are delivered to the correct warehouse, factory, project site, or outlet.
• Follow up on discrepancies involving quantities, specifications, damaged goods, rejected materials, and incomplete deliveries.
• Coordinate with Finance and Warehouse to support the matching of approved POs, goods receipt documentation, and supplier invoices.
• Help prevent overstocking, unnecessary purchases, wastage, and avoidable stockouts.

F. Factory, F&B and Retail Procurement

• Coordinate the timely sourcing of raw coffee, green coffee beans where applicable, roasted coffee, food ingredients, beverages, packaging materials, and production consumables.
• Ensure that food-related purchases comply with approved specifications, quality requirements, shelf-life standards, and applicable food safety requirements.
• Support the procurement of machinery, production equipment, coffee machines, kitchen equipment, spare parts, maintenance materials, and retail fixtures.
• Coordinate with Operations and Factory teams to understand production schedules, outlet requirements, promotional activities, and new product launches.
• Ensure that substitute products or alternative brands are used only after obtaining the relevant technical and management approvals.

Application Question(s):

• Do you have F&B or Coffee Industry Experience ?
• Do you work on SAP B1 ERP ?

Language:

• Arabic (Required)

Work Location: Hybrid remote in Abu Dhabi (Abu Dhabi)