Job Description: Procurement Specialist
Job Summary
The Procurement Specialist is responsible for managing end-to-end purchasing activities, from identifying requirements and sourcing suppliers to negotiating commercial terms, placing purchase orders, and monitoring deliveries. The role ensures that materials, products, and services are procured at the right quality, cost, and time while maintaining compliance with company policies and procurement procedures.
Key Responsibilities
Procurement & Purchasing
- Manage daily procurement activities based on approved purchase requisitions and business requirements.
- Source materials, products, equipment, and services from qualified suppliers.
- Obtain and evaluate quotations based on price, quality, lead time, payment terms, and other commercial factors.
- Negotiate pricing, delivery schedules, payment terms, warranties, and other contractual conditions.
- Prepare and issue purchase orders in accordance with approved requirements.
- Monitor purchase orders and ensure timely delivery of goods and services.
- Maintain accurate records of purchase orders, quotations, contracts, and supplier communications.
Supplier Management
- Identify, evaluate, and develop new suppliers based on business requirements.
- Maintain strong working relationships with existing suppliers.
- Monitor supplier performance, including quality, pricing, delivery, and responsiveness.
- Resolve supplier-related issues such as delays, shortages, quality concerns, incorrect deliveries, and pricing discrepancies.
- Conduct periodic supplier evaluations and support supplier performance improvement initiatives.
Cost & Commercial Management
- Analyze supplier quotations and market prices to ensure competitive purchasing.
- Identify opportunities for cost reduction and improved commercial terms.
- Monitor price fluctuations and market trends relevant to purchased products and services.
- Support annual price negotiations and supplier contract renewals.
- Maintain pricing databases and ensure agreed supplier prices are accurately recorded.
Internal Coordination
- Coordinate with Warehouse, Operations, Finance, Accounts, Sales, and other departments to ensure procurement requirements are fulfilled.
- Verify purchase requirements, specifications, quantities, and delivery schedules before placing orders.
- Coordinate with Accounts Payable regarding supplier invoices, purchase orders, and payment issues.
- Follow up on outstanding purchase requirements and ensure timely closure.
Compliance & Reporting
- Ensure procurement activities comply with company policies, approval processes, and delegated authority limits.
- Maintain complete and accurate procurement documentation for audits and management review.
- Prepare procurement reports, spend analysis, supplier performance reports, and open-order reports.
- Support internal and external audits related to procurement activities.
- Identify process gaps and recommend improvements to procurement procedures.
Qualifications
- Bachelor's degree in Procurement, Supply Chain Management, Business Administration, Commerce, or a related field.
- 3–6 years of relevant experience in procurement, purchasing, sourcing, or supply chain operations.
- Experience in ERP/procurement systems such as SAP, Oracle, Microsoft Dynamics, or similar platforms.
- Strong knowledge of Microsoft Excel and procurement reporting.
- Professional procurement certification such as CIPS, CPSM, or equivalent is an advantage.
Key Skills
- Supplier sourcing and evaluation
- Procurement and purchasing
- Negotiation and commercial management
- Vendor relationship management
- Cost analysis and cost reduction
- Purchase order management
- Contract and quotation management
- Market research and price analysis
- ERP and procurement systems
- Inventory and supply planning
- Data analysis and reporting
- Problem-solving and decision-making
- Strong communication and negotiation skills
- Attention to detail and follow-up
Key Performance Indicators (KPIs)
- Procurement cost savings and cost avoidance
- Purchase order processing turnaround time
- Supplier on-time delivery performance
- Supplier quality and service performance
- Purchase price variance
- Procurement policy and approval compliance
- Reduction in supply disruptions
- Open purchase order aging
- Supplier issue-resolution time
- Internal stakeholder satisfaction
