Summary
The Procurement Officer serves as a pivotal link between Inventory, Warehouse, Finance, Quality Control, Fulfillment, Logistics, and Commercial departments, transforming approved demand and replenishment needs into efficient, cost-effective acquisitions. This position is dedicated to upholding transparent record-keeping, fostering robust supplier partnerships, and ensuring the precision of all procurement documentation. The role encompasses the full spectrum of purchasing activities, guiding processes from initial requisition and supplier quoting through to order issuance, delivery monitoring, invoice validation, and performance evaluation. All financial commitments and purchase orders must strictly adhere to organizational approval hierarchies, with the individual prohibited from self-approving transactions or circumventing established internal controls.
Responsibilities
- Analyze approved requisitions, inventory levels, sales trends, forecasts, and replenishment suggestions to drive strategic planning.
- Collaborate with Inventory and Commercial units to pinpoint risks of stockouts, determine reorder needs, anticipate seasonal fluctuations, and prioritize critical items.
- Develop and sustain procurement schedules and plans that align with demand projections, budgetary limits, and supplier lead times.
- Evaluate constraints such as minimum order quantities, delivery windows, product shelf life, storage capabilities, and working capital availability prior to ordering.
- Promptly escalate urgent needs, supply chain risks, and potential disruptions to the direct supervisor.
- Curate and sustain a vetted roster of qualified vendors capable of meeting organizational standards.
- Solicit and benchmark quotations based on criteria including cost, quality, specifications, delivery speed, payment terms, and service dependability.
- Perform due diligence on suppliers and keep all vendor documentation and contact information current.
- Negotiate favorable commercial terms, including pricing, discounts, rebates, credit conditions, and delivery logistics within authorized limits.
- Continuously monitor vendor performance and report recurring issues such as delays, shortages, quality defects, or unapproved price adjustments.
- Facilitate supplier evaluations and cultivate backup sources for essential products.
- Generate precise purchase orders that reflect approved requisitions and finalized specifications.
- Verify that all purchase orders accurately detail product descriptions, quantities, pricing, delivery destinations, dates, and payment conditions.
- Secure necessary authorizations prior to issuing orders or committing company funds.
- Liaise with vendors to confirm order acceptance, stock availability, and expected delivery schedules.
- Manage a tracking log for open orders, anticipated delivery dates, pending quantities, and any exceptions.
- Ensure all modifications, cancellations, and emergency purchases are properly documented and authorized.
- Evaluate supplier pricing, analyze purchase price fluctuations, landed costs, and total cost of ownership where relevant.
- Champion cost-reduction strategies that do not compromise product quality, food safety, service levels, or vendor reliability.
- Keep historical price records and flag significant variances for management review and approval.
- Track procurement expenditures against approved budgets and alert leadership to potential overspending.
- Identify opportunities for consolidating orders, improving terms, minimizing waste, and optimizing the ordering process.
- Align delivery schedules with vendors and the Warehouse team to guarantee goods arrive at the correct location and time.
- Distribute purchase order details and delivery expectations to relevant receiving personnel.
- Address issues regarding partial shipments, excess inventory, damaged goods, rejected items, and delivery discrepancies.
- Partner with Warehouse, Inventory, and Quality Control to resolve discrepancies related to quantity, specifications, and quality.
- Monitor supplier claims, returns, replacement requests, and credit notes until final resolution.
- Monitor vendor payment terms and supply Finance with accurate data for payment scheduling.
- Maintain procurement files in an audit-ready state, ensuring they are traceable and stored according to company policy.
- Keep accurate records of suppliers, items, pricing, orders, and deliveries within the company's ERP or procurement platform.
- Generate daily or weekly reports detailing open orders, overdue shipments, urgent needs, and supply exceptions.
- Produce monthly reports covering procurement spend, price trends, vendor performance, savings achieved, and policy adherence.
- Track key performance indicators (KPIs) and provide clear analysis for any variances against budgets, plans, or service level agreements.
- Utilize Excel and system tools to analyze data, spot trends, and support evidence-based purchasing strategies.
- Engage with Fulfillment, Logistics, and Commercial teams to understand service priorities and communicate supply constraints.
- Provide timely status updates to supervisors and stakeholders regarding order progress, delays, and corrective measures.