Purchasing Specialist

Job purpose

Handle procurement processes, negotiate contracts, and manage relationships with suppliers to ensure cost-effective and timely acquisition of goods and services. Source out and develop local and foreign markets to meet the demands of the organization.

Key accountability areas

Purchase requisitions delegations:
Check purchase requisitions and delegate them to members of the procurement team.
Follow and supervise the procurement team members in fulfilling their tasks in a timely manner and provide the support they might require.

Purchase orders creation and follow-ups:
Research the market for new, strategic project requirements and identify the most reliable sources.
Organize and attend technical and commercial discussions with suppliers.
Verify the documents and create vendors in the system.
Review history, identify, and recommend the best sources to send RFQs or tenders to get price proposals.
Review offers and history, analyze and negotiate with suppliers to finalize the commercial comparisons and recommendations, and process for the approvals with the authorities and committees.
Prepare commercial comparisons of strategic items taking into consideration the technical and commercial aspects such as specifications, quality, delivery time, technical remarks, historical detail, and prices.
Convert purchase requisitions to purchase orders, taking into consideration technical and commercial recommendations and follow for approvals.
Follow up with suppliers for the fulfillment of the issued purchase orders in accordance with the organization’s requirements.
Verify receipt and completion of purchase orders. Issues such as quality, quantity, shipment errors, etc. must be resolved through the proper channel.
Process and coordinate payment needs such as advance, collection, and letters of credit.
Create, check, and verify letters of intent and contractual agreements with suppliers.
Conduct supplier evaluation at predetermined intervals according to KPIs.

Reporting:
Prepare and archive reports. Publish reports and documents that must be circulated.

Compliance:
Ensure implementation of management systems; adhere to quality, safety, and environmental policies.

Role accountability

HR proficiency:
Train subordinates and form a team to get the work done effectively.
Provide leadership, coaching, and direction to subordinates in all aspects of their work.
Delegate to subordinates in each respective assignment.
Ensure fair distribution of tasks to maintain morale and motivation of subordinates.

Delivery:
Perform the planned activities to meet the operational and development targets as per delivery schedules.
Utilize resources effectively to achieve objectives within efficient cost and time.
Provide a periodic report detailing the deviation and execution of planned tasks.

Problem-solving:
Resolve any related problems that arise and escalate any complex operational issues.

Quality:
Ensure quality requirements to develop effective quality control and processes including specifications for products, processes, or related activities.

Business process improvements:
Coordinate well-defined written systems, policies, and procedures, and seek automation opportunities as much as possible.

Academic qualification

Bachelor degree

Work experience

2 to 4 years

Technical / functional competencies

• Purchasing benchmarking
• Purchasing procedures
• Purchasing reporting