Supply Chain and Purchasing Executive

The Purchaser responsible for managing the day-to-day cycle of buying materials, trackinginventory, and coordinating logistics. This role balances purchasing activities(sourcing vendors, issuing orders, and controlling costs) with supply chainexecution (monitoring stock levels, tracking shipments, and ensuring materialavailability) to support continuous operations.

Key Responsibilities

1. Purchasing & Sourcing Execution

Purchase Order (PO) Management:

• Purchase requisitions into formal POs. Issue orders to approved vendors and secure firm delivery dates.

Sourcing & Quotation Handling:

• Source components, float Requests for Quotation (RFQs), collect vendor bids, and compile price comparison sheets to assist management in vendor selection.

Cost & Terms Control:

• Negotiate localized pricing, minimum order quantities (MOQs), and lead times with suppliers to meet company cost-saving targets.

Invoice Verification:

Match supplier invoices against corresponding POs and Goods Receipt Notes (GRNs) to resolve any pricing or quantity discrepancies before passing them to Finance for payment.

2. Inbound Logistics & Supplier Coordination

Shipment Tracking:

• Actively track open orders and coordinate with freight forwarders or third-party logistics (3PL) providers to ensure inbound shipments arrive on schedule.

Trade Documentation:

• Prepare and verify required import/export documents, including commercial invoices, packing lists, shipping instructions, and customs permits.

Discrepancy & Defect Coordination:

• Act as the primary contact when incoming goods fail to match specifications. Coordinate returns, replacement parts, or credit notes with suppliers, and compile data for quality engineering reviews (e.g., non-conformance records).

Key Performance Indicators (KPIs)

PO Accuracy & Cycle Time:

• Speed and accuracy in converting internal purchase requests into acknowledged supplier orders.

Material Availability Rate:

• Minimizing stockouts and ensuring components are available on time for operational needs.

Purchase Cost Variance:

• Achieving favorable pricing compared to historical baselines or standard budget costs.

Delivery Documentation Compliance:

• Achieving zero customs or clearance delays due to missing or incorrect shipping documentation.

Job Requirements

- Experience & Education

Experience: 1 to 3 years of hands-on experience in a combined purchasing, procurement, or supply chain execution role.

Education: Diploma or Bachelor’s Degree in Supply Chain Management, Logistics, Purchasing/Procurement, Business Administration, or a related field.

- Technical Competencies

Data Literacy: Proficient in Microsoft Excel (capable of running data filters, sorting, and standard formulas like VLOOKUP or XLOOKUP for data reconciliation).

Trade Knowledge: Practical understanding of standard shipping terms (Incoterms like EXW, FOB, CIF) and basic customs clearance protocols.

- Soft Skills

Assertive Follow-up: Strong communication skills to proactively push suppliers and freight forwarders for order statuses and expedite critical shipments.

Cross-functional Collaboration: Ability to work efficiently alongside, Warehouse, Sales, Quality, and Finance teams.