Procurement Officer

Summary

Responsibilities

• Analyze approved requisitions, inventory levels, sales trends, forecasts, and replenishment suggestions to drive strategic planning.
  
• Collaborate with Inventory and Commercial units to pinpoint risks of stockouts, determine reorder needs, anticipate seasonal fluctuations, and prioritize critical items.
  
• Develop and sustain procurement schedules and plans that align with demand projections, budgetary limits, and supplier lead times.
  
• Evaluate constraints such as minimum order quantities, delivery windows, product shelf life, storage capabilities, and working capital availability prior to ordering.
  
• Promptly escalate urgent needs, supply chain risks, and potential disruptions to the direct supervisor.
  
• Curate and sustain a vetted roster of qualified vendors capable of meeting organizational standards.
  
• Solicit and benchmark quotations based on criteria including cost, quality, specifications, delivery speed, payment terms, and service dependability.
  
• Perform due diligence on suppliers and keep all vendor documentation and contact information current.
  
• Negotiate favorable commercial terms, including pricing, discounts, rebates, credit conditions, and delivery logistics within authorized limits.
  
• Continuously monitor vendor performance and report recurring issues such as delays, shortages, quality defects, or unapproved price adjustments.
  
• Facilitate supplier evaluations and cultivate backup sources for essential products.
  
• Generate precise purchase orders that reflect approved requisitions and finalized specifications.
  
• Verify that all purchase orders accurately detail product descriptions, quantities, pricing, delivery destinations, dates, and payment conditions.
  
• Secure necessary authorizations prior to issuing orders or committing company funds.
  
• Liaise with vendors to confirm order acceptance, stock availability, and expected delivery schedules.
  
• Manage a tracking log for open orders, anticipated delivery dates, pending quantities, and any exceptions.
  
• Ensure all modifications, cancellations, and emergency purchases are properly documented and authorized.
  
• Evaluate supplier pricing, analyze purchase price fluctuations, landed costs, and total cost of ownership where relevant.
  
• Champion cost-reduction strategies that do not compromise product quality, food safety, service levels, or vendor reliability.
  
• Keep historical price records and flag significant variances for management review and approval.
  
• Track procurement expenditures against approved budgets and alert leadership to potential overspending.
  
• Identify opportunities for consolidating orders, improving terms, minimizing waste, and optimizing the ordering process.
  
• Align delivery schedules with vendors and the Warehouse team to guarantee goods arrive at the correct location and time.
  
• Distribute purchase order details and delivery expectations to relevant receiving personnel.
  
• Address issues regarding partial shipments, excess inventory, damaged goods, rejected items, and delivery discrepancies.
  
• Partner with Warehouse, Inventory, and Quality Control to resolve discrepancies related to quantity, specifications, and quality.
  
• Monitor supplier claims, returns, replacement requests, and credit notes until final resolution.
  
• Monitor vendor payment terms and supply Finance with accurate data for payment scheduling.
  
• Maintain procurement files in an audit-ready state, ensuring they are traceable and stored according to company policy.
  
• Keep accurate records of suppliers, items, pricing, orders, and deliveries within the company's ERP or procurement platform.
  
• Generate daily or weekly reports detailing open orders, overdue shipments, urgent needs, and supply exceptions.
  
• Produce monthly reports covering procurement spend, price trends, vendor performance, savings achieved, and policy adherence.
  
• Track key performance indicators (KPIs) and provide clear analysis for any variances against budgets, plans, or service level agreements.
  
• Utilize Excel and system tools to analyze data, spot trends, and support evidence-based purchasing strategies.
  
• Engage with Fulfillment, Logistics, and Commercial teams to understand service priorities and communicate supply constraints.
  
• Provide timely status updates to supervisors and stakeholders regarding order progress, delays, and corrective measures.