Purchase Officer

Department: Procurement / Supply Chain
Reports To: Finance Director
Industry: Perfume Manufacturing & Trading

Job Summary

We are seeking a proactive and detail-oriented Purchase Officer to manage procurement activities supporting perfume manufacturing and trading operations.

The role will be responsible for sourcing raw materials, packaging materials, finished goods and other operational requirements while ensuring competitive pricing, appropriate quality standards, timely delivery and compliance with procurement policies.

The successful candidate will demonstrate strong supplier management, negotiation, procurement coordination and inventory planning skills, with the ability to work effectively across Production, Warehouse, Quality, Finance and Logistics functions.

Key Responsibilities

1. Procurement & Sourcing

• Source and procure raw materials including fragrance oils, alcohol, chemicals, essential oils and other manufacturing inputs.
• Procure packaging materials including bottles, caps, pumps, boxes, labels, cartons and related accessories.
• Source finished goods and other operational requirements as needed.
• Identify, evaluate and develop relationships with local and international suppliers.
• Maintain a reliable and competitive supplier base to support business requirements.

2. Supplier Evaluation & Commercial Negotiation

• Obtain and evaluate supplier quotations.
• Compare pricing, specifications, quality, lead times, payment terms and other commercial conditions.
• Negotiate competitive prices and favourable commercial terms with suppliers.
• Monitor supplier performance across quality, pricing, delivery and service levels.
• Support supplier audits and supplier evaluation processes.

3. Purchase Orders & Order Management

• Prepare and issue Purchase Orders (POs) in accordance with approved procurement requirements.
• Monitor purchase orders from placement through delivery.
• Follow up with suppliers to ensure agreed delivery timelines are achieved.
• Identify potential delays or supply risks and escalate them proactively.
• Resolve discrepancies relating to quantities, specifications, pricing, shortages and delivery.

4. Production & Inventory Coordination

• Coordinate closely with Production Planning, Warehouse, Quality Control and Finance teams.
• Ensure uninterrupted availability of materials required to support production schedules.
• Monitor inventory levels and initiate timely replenishment.
• Coordinate procurement activities with production plans and material requirements.
• Balance material availability against inventory targets and working-capital considerations.
• Help prevent both production shortages and unnecessary excess inventory.

5. Import, Export & Logistics Coordination

• Coordinate import and export documentation with logistics teams and freight forwarders.
• Follow up on international shipments and delivery schedules.
• Ensure procurement documentation is complete and accurate.
• Coordinate with relevant stakeholders to support smooth customs clearance and material receipt.
• Track international supplier orders and proactively address shipment delays or documentation issues.

6. Supplier Performance & Issue Resolution

• Monitor suppliers against agreed quality, pricing and delivery standards.
• Address supplier issues relating to shortages, defective or non-conforming materials and delayed deliveries.
• Coordinate corrective actions with suppliers and internal stakeholders.
• Maintain strong supplier relationships while ensuring commercial and operational requirements are met.

7. Procurement Compliance & Cost Control

• Ensure procurement activities comply with approved company policies, budgets and authority limits.
• Maintain appropriate documentation and approval records for procurement transactions.
• Support cost-saving initiatives through supplier benchmarking, competitive sourcing and commercial negotiations.
• Identify opportunities to reduce procurement costs without compromising quality or supply continuity.
• Participate in strategic sourcing and procurement improvement initiatives.

8. Procurement Records & Reporting

• Maintain accurate procurement records and supplier databases.
• Ensure supplier information, quotations, purchase orders and supporting documentation are properly maintained.
• Prepare regular procurement reports and purchasing analysis.
• Track purchase prices, supplier performance, delivery status and procurement spend.
• Provide management with relevant procurement insights and escalation points.

Qualifications & Experience

• Bachelor's degree in Supply Chain, Business Administration, Commerce or a related discipline.
• 3–5 years of procurement experience.
• Experience within perfume, cosmetics, FMCG, chemical or manufacturing industries is strongly preferred.
• UAE experience is preferred.
• Proven experience in sourcing, supplier management, purchase-order processing and commercial negotiations.
• Experience handling local and international suppliers is advantageous.

Required Skills & Competencies

• Vendor & Supplier Management
• Procurement & Strategic Sourcing
• Commercial Negotiation
• Purchase Order Management
• Supplier Evaluation
• Inventory Management
• Supply Chain Coordination
• Import & Export Processes
• Logistics & Freight Coordination
• Cost Analysis & Cost Optimisation
• ERP Systems — Odoo, SAP, Oracle or similar
• Microsoft Excel
• Procurement Reporting & Analysis
• Strong Communication & Stakeholder Management
• Problem Solving
• Time Management
• Attention to Detail
• Cross-Functional Coordination

Apply now!