Procurement Executive — Job Description
Job Summary
The Procurement Executive is responsible for managing day-to-day purchasing activities, sourcing materials and services, obtaining quotations, evaluating suppliers, negotiating commercial terms, and ensuring timely procurement of goods and services at the required quality and cost. The role supports efficient supply chain operations while maintaining accurate procurement records and compliance with company policies.
Key Responsibilities
- Manage the end-to-end procurement process for assigned materials, products, equipment, and services.
- Review purchase requisitions and verify specifications, quantities, budgets, and required delivery dates.
- Identify and source suitable suppliers and service providers.
- Request and evaluate quotations, bids, and proposals from suppliers.
- Compare prices, quality, lead times, payment terms, warranties, and other commercial conditions.
- Negotiate pricing, delivery schedules, payment terms, and contractual conditions with suppliers.
- Prepare and issue purchase orders in accordance with approved procedures.
- Follow up with suppliers to ensure timely delivery of materials and services.
- Coordinate with stores, logistics, finance, engineering, projects, and other departments regarding procurement requirements.
- Monitor supplier performance, delivery status, quality, and compliance.
- Resolve purchase order, delivery, quality, invoice, and supplier-related issues.
- Maintain an updated supplier database and procurement records.
- Assist in identifying alternative suppliers and cost-saving opportunities.
- Support supplier evaluation, qualification, and performance review processes.
- Ensure procurement activities comply with company policies, approval procedures, and applicable regulations.
- Verify supplier invoices and supporting documents in coordination with the finance and accounts teams.
- Maintain proper documentation of quotations, comparisons, purchase orders, delivery records, and supplier correspondence.
- Prepare procurement reports and track key purchasing metrics.
- Monitor market prices, availability, and trends for frequently purchased materials.
- Support contract and framework agreement management where applicable.
- Assist with inventory planning and procurement based on stock levels and business requirements.
Requirements
- Bachelor’s degree or diploma in Supply Chain Management, Procurement, Business Administration, Commerce, or a related field.
- 2–5 years of experience in procurement, purchasing, sourcing, or supply chain operations.
- Good knowledge of procurement processes and supplier management.
- Experience with ERP/procurement systems is an advantage.
- Proficiency in MS Office, particularly Excel and Word.
- Strong negotiation and vendor management skills.
- Good understanding of purchase orders, quotations, invoices, and procurement documentation.
- Strong analytical and commercial awareness.
- Excellent communication and coordination skills.
- Good attention to detail and follow-up abilities.
- Ability to manage multiple purchase requirements and meet deadlines.
Key Skills
- Procurement and purchasing
- Supplier sourcing and evaluation
- Price negotiation
- Vendor management
- Purchase order management
- Cost control
- Quotation analysis
- Supply chain coordination
- ERP / procurement systems
- Inventory coordination
- Contract administration
- MS Excel
- Communication and negotiation
- Problem solving
Key Performance Indicators (KPIs)
- Procurement cost savings
- On-time delivery rate
- Supplier performance
- Purchase order turnaround time
- Procurement cycle time
- Purchase price variance
- Quality and compliance of purchased items
- Supplier response and availability
- Procurement process compliance
