PURCHASING OFFICER

Job Summary

The Purchasing Officer is responsible for sourcing, negotiating, and purchasing materials, supplies, equipment, and services required by the company. The role ensures that all procurement activities are conducted efficiently, cost-effectively, and in accordance with company policies while maintaining quality standards and timely delivery of goods and services.

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Duties and Responsibilities

Procurement and Purchasing

• Receive, review, and process approved Purchase Requisitions (PR).
• Source reliable suppliers and obtain competitive quotations.
• Compare prices, quality, delivery schedules, and payment terms.
• Prepare and issue Purchase Orders (PO) accurately and on time.
• Monitor order status and ensure timely delivery of purchased items.
• Coordinate with requesting departments regarding procurement requirements.

Supplier Management

• Develop and maintain a qualified supplier database.
• Build and maintain good relationships with accredited suppliers.
• Evaluate supplier performance based on quality, cost, delivery, and service.
• Negotiate prices, payment terms, warranties, and delivery schedules.

Inventory and Cost Control

• Coordinate with Warehouse and Inventory personnel to monitor stock levels.
• Assist in maintaining optimum inventory levels to prevent shortages or overstocking.
• Identify cost-saving opportunities without compromising quality.
• Recommend alternative suppliers and substitute materials when necessary.

Documentation and Compliance

• Maintain complete and organized procurement records.
• Ensure all purchasing transactions comply with company policies and procedures.
• Verify supporting documents before processing purchases.
• Prepare procurement reports and purchasing summaries as required.

Coordination

• Coordinate with Finance regarding billing, payment schedules, and supplier concerns.
• Coordinate with Warehouse for receiving and inspection of deliveries.
• Work closely with end-users to ensure purchased items meet specifications.

Continuous Improvement

• Monitor market trends and price movements.
• Recommend process improvements to enhance procurement efficiency.
• Participate in supplier accreditation and audit activities when required.

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Qualifications

Education

• Bachelor's Degree in Business Administration, Supply Chain Management, Logistics, Industrial Engineering, or any related field.

Experience

• At least 2 years of experience in Purchasing, Procurement, or Supply Chain.
• Experience in manufacturing, distribution, or food industry is an advantage.

Technical Skills

• Knowledge of procurement processes and purchasing procedures.
• Strong negotiation and supplier management skills.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Experience using ERP or inventory management systems is an advantage.

Competencies

• Strong analytical and problem-solving skills.
• Excellent negotiation and communication skills.
• Detail-oriented and highly organized.
• Strong time management and multitasking abilities.
• Ability to work under pressure and meet deadlines.
• High level of integrity and professionalism.

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Key Performance Indicators (KPIs)

• Purchase Order processing turnaround time.
• On-time delivery rate.
• Procurement cost savings achieved.
• Supplier performance rating.
• Accuracy of purchasing documentation.
• Compliance with procurement policies.
• Inventory availability and stock-out prevention.
• Percentage of emergency purchases.
• Timeliness of procurement reports.
• Internal customer satisfaction.

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Authority

The Purchasing Officer is authorized to:

• Source and evaluate suppliers.
• Request quotations from accredited vendors.
• Recommend supplier selection based on company procurement policies.
• Coordinate purchasing activities with all departments.
• Recommend procurement process improvements.

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Working Conditions

• Office-based with occasional supplier and warehouse visits.
• May be required to visit suppliers for accreditation, negotiation, or product evaluation.
• May work beyond regular office hours when operational requirements demand.

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