Assistant Purchase Manager

An Assistant Manager Purchase is responsible for supporting and coordinating the companys procurement activities, ensuring that materials, products, and services are purchased at the right quality, quantity, price, and time.

Key Roles & Responsibilities

• Purchase Planning

• Review material requirements and purchase requisitions.

• Plan purchases based on inventory levels, production requirements, and lead times.

• Coordinate with stores, production, operations, and other departments.

• Vendor Management

• Identify and evaluate new suppliers.

• Obtain quotations and compare vendor prices, quality, delivery terms, and payment conditions.

• Maintain good relationships with existing suppliers.

• Monitor supplier performance and resolve supply-related issues.

• Quotation & Negotiation

• Request and analyze quotations from suppliers.

• Negotiate prices, payment terms, delivery schedules, warranties, and other commercial conditions.

• Work toward cost savings without compromising quality.

• Purchase Orders

• Prepare and issue Purchase Orders (POs) according to approved requirements.

• Ensure POs contain correct specifications, quantities, prices, taxes, delivery dates, and terms.

• Follow up on PO approvals and supplier acceptance.

• Order Follow-up

• Track pending purchase orders and expected delivery dates.

• Coordinate with suppliers to ensure timely delivery.

• Escalate delays and shortages to the concerned management/department.

• Inventory Coordination

• Coordinate with the stores/warehouse team regarding stock availability.

• Avoid overstocking, stock-outs, and unnecessary purchases.

• Monitor slow-moving and excess inventory where applicable.

• Quality & Specification Compliance

• Ensure purchased materials meet approved specifications and quality standards.

• Coordinate with the Quality/Technical team for inspection and approval when required.

• Handle supplier quality complaints and replacement issues.

• Cost Control

• Analyze purchase prices and market trends.

• Identify cost-reduction opportunities.

• Maintain records of historical prices and vendor comparisons.

• Support budgeting and procurement cost forecasting.

• Documentation & Records

• Maintain purchase requisitions, quotations, comparative statements, POs, supplier documents, and related records.

• Ensure procurement documentation complies with company policies and audit requirements.

• Maintain proper ERP/procurement-system records.

• Invoice & Payment Coordination

• Coordinate with accounts payable, stores, and suppliers regarding invoice discrepancies.

• Verify PO, receipt, and invoice details where required.

• Follow up on issues affecting supplier payments.

• Team Coordination

• Guide and supervise purchase executives/buyers.

• Allocate procurement activities and monitor team performance.

• Ensure purchase activities are completed within deadlines.

• Compliance & Internal Controls

• Follow company procurement policies and approval procedures.

• Ensure purchases are made from approved vendors wherever required.

• Maintain transparency and proper authorization throughout the procurement process.

Typical KPIs

• Purchase cost savings
• On-time delivery percentage
• Supplier performance
• Purchase price variance
• Purchase order cycle time
• Stock-out frequency
• Number of quality-related supplier issues
• Procurement process compliance
• Vendor development and alternate-source availability