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 vendor’s 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