Senior Executive Purchase

Designation: Senior Purchase Executive

Department: Purchase

Experience: 4 to 6 year

Reporting to (Position): General Manager

PURPOSE REQUIRED KNOWLEDGE AND TECHNICAL / FUCNTIONAL SKILLS:

Negotiation

Vendor Management

Basic knowledge of Microsoft Office - Word, Excel

Basic knowledge of ERP software

Basic knowledge of Purchase processes and procedures

Basic knowledge of Vendor Management

Basic knowledge of Documents required in import

Basic knowledge of GST

On-the-Job training about the materials and machinery used

On-the-Job training about the components required in the manufacturing of products

REQUIRED BEHAVIOURAL SKILLS:

Communication

Decision-making

Problem-solving

Planning and Organising

Negotiation skills

Attention to detail

Analytical thinking

Active listening

Leadership skills

Co-ordination

PRIMARY AND MANDATORY TASKS:

A. Vendor Management

Responsible to source, negotiate and purchase materials from both local and oversea vendors.

Communicate with vendors of materials, equipment or supplies to determine product availability and terms of sales

Build, maintain and manage supplier relationships and ensure good communications

Respond to supplier inquiries about order status, changes, or cancellations

Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems

Renew annual contracts with suppliers

Ensure timely payment to suppliers

Dealing with GST issues with suppliers

B. Procurement Operations

Prepare purchase orders and send copies to suppliers and to departments originating requests

Develop and implement purchasing and contract management instructions, policies, and procedures

Negotiate contracts, improved prices and terms of business with suppliers and review opportunities to make business savings utilising negotiation and procurement best practice tools and methods

Control purchasing department budgets

Conduct a comparative analysis on supplier prices

Analyse market and delivery systems to assess present and future material availability and conduct a comparative analysis on supplier prices

Evaluate vendors quotation to ensure that they are in line with the technical andcommercial specifications required for the project

In charge of daily operational purchasing needs such as planning, issuing and following up on Purchase Orders delivery and shipment schedules

Approval of purchase orders and pay bills

Procuring items for employees and internal use

Create debit note and service invoice

Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors

SECONDARY AND SUPPORTING TASKS:

A. Supervising and Training

Proofreading and approval of annexures

Conduct and attend meetings as necessary

Train and supervise subordinates and other staff

B. Co-ordinating with Other Departments

Update the concerned departments on issues or concerns regarding delivery of raw materials which would delay the organisation from meeting customer demands

Coordinate with the Stores department to monitor in-house inventory movement

C. Documentation and Report

Maintain records of goods ordered and received

Prepare, maintain, and review purchasing files, reports and price lists

Fill up the required details in the Form A (Under AIFTA) related to export

Form-A consumption return (file, report) Supplier balance confirmation (report, action)

Supplier Vat document

Making Internal Reports

D. Additional Responsibilities

Planning indoor and outdoor activities

Maintenance of Xerox machine and Battery

Arranging Fire extinguishers demo and training sessions

Handling employee insurance

Arranging crane when required