Officer, Purchasing

Job Purpose

Acting as a liaison between internal stakeholders and external vendors. Sourcing, negotiating, and purchasing goods and services, Ensuring efficient communication, adherence to policies, and high customer satisfaction.

Key Accountability Areas

Communication and Coordination:

• Develop and maintain positive relationships with vendors by fostering clear and consistent communication.


• Identify opportunities for streamlining purchase order processing and document management workflows.


• Liaise between internal departments (purchasing, accounts payable, receiving, and end-users) to ensure clear communication and alignment on purchasing needs.


• Effectively communicate purchase requirements, specifications, and deadlines to vendors.


• Proactively address vendor inquiries and concerns regarding purchase documents.

Process Improvement and Customer Satisfaction:

• Identify and implement opportunities for streamlining the purchasing process, contributing to increased efficiency and cost savings.


• Actively participate in resolving vendor-related issues to ensure timely delivery and high customer satisfaction.


• Ensure all purchase orders, invoices, and contracts comply with contractual terms and internal controls.


• Monitor key performance indicators (KPIs) related to purchasing activities (e.g., lead times, purchase order accuracy).

Planning and Compliance:

• Manage the creation, review, and approval of purchase orders (POs) according to established procedures.


• Independently source and research potential vendors, evaluating supplier options based on quality, price, and delivery terms.


• Negotiate competitive pricing and terms with vendors to optimize procurement costs.


• Create and process purchase orders (POs) according to company policies and procedures, ensuring accuracy and completeness.


• Monitor purchase orders and proactively manage potential issues with delivery delays or discrepancies.

Role Accountability

HR Proficiency:

• Collaborate with teams to get the work effectively achieved. 


• Ensure effective communication with peers and managers, and show openness to directions and feedback.

Delivery:

• Execute the planned activities to meet the operational and development targets as per delivery schedules. 


• Use resources effectively to achieve objectives within efficient cost and time.

Problem-Solving:

• Solve any related issues arise and escalate any complex operational problems.

Quality:

• Follow quality requirements and specifications for products or processes or related activities.

Business Process & Compliance:

• Execute and comply related tasks as per defined policies, procedures, and work instructions. 

Safety:

• Adhere to all Safety procedures and regulations.

Academic Qualification

Work Experience

Technical / Functional Competencies