Procurement Executive

JOB PURPOSE

• To follow procurement cycle, starting from user department (planning, WH, QC, R&D, Marketing, Maintenance, Production) until material is received by WH & released from Quality Department, including collecting offers, negotiating with suppliers & following up with finance.

RESPONSIBILITIES

1. Receive the purchase requisition from user Department (Planning, WH, QC, R&D, Marketing, Maintenance, Production & etc.)
2. Work with the requisitioner to determine procurement needs, quality, and delivery requirements.
3. Collect offers from approved vendor for requested material.
4. Negotiate with supplier for the best purchase in terms of quality, price, terms, deliveries and services with suppliers.
5. Create and Issuing Purchase Orders in a timely and effective manner in the system.
6. Follow up with finance for releasing the order from the system.
7. Follow up with finance for payment like dues, advance, LC and IDC.
8. Follow up with WH & other departments for receiving and GRN creation in the system.
9. Reconcile or resolve order discrepancies with suppliers.
10. Maintain complete updated purchasing records/data and pricing.
11. Prepare reports and summarizing the status of open purchase orders reflecting current production plan/demand with current material status.
12. Prepare reports and summarizing the status of open purchase request and justification why it is not converted into purchase orders. In case it is not anymore required, need to request the end user to delete the PR.
13. Monitor delivery times to ensure they are on time based on production schedule, end user needs.
14. Constantly monitor in-bound item and stock on hand items to avoid any shortages. Expedite the delivery if necessary.
15. Manage short cycle demands, production, end user emergencies and expedite past-due, urgent demands.
16. Support the purchasing function and other relevant departments and communicate any supply problems which may impact on business operations.
17. Develop reliable alternative sources of supply to meet the company requirements, strategies & objectives.
18. Sourcing of material for new development products.
19. Provide documents such as Safety Data Sheet, specifications, COA and other related documents required by Quality Assurance / Research & Development for them to develop internal specifications of materials.
20. Establish supplier scorecards and performance reviews to ensure continuous improvement.
21. Comply with and maintaining knowledge of applicable rules, legislation, regulations, standard and best practices.
22. Develop and maintaining constructive and cooperative working relationships with colleagues and management.
23. Act as an interface between suppliers and other relevant departments on purchasing processes and new projects and activities
24. Monitor and advise on any issues which present risk or opportunity to the organization
25. Provide analysis on costs, new and existing and review cost reduction activities.
26. Prepare procurement savings reports.
27. Assist in supplier qualification and requalification activities including site visits, capability assessments, and corrective action tracking.
28. - Develop and maintain a preferred supplier list and manage supplier segmentation by criticality and performance.
29. - Facilitate dispute resolution and escalation with suppliers to minimize operational disruption and preserve relationships.
30. - Support product cost-down initiatives by working with engineering and suppliers on design-to-cost opportunities.
31. - Act as procurement liaison during new plant or line setups to secure equipment, tooling, and initial material supply.
32. Negotiate contracts, improve prices and terms of business with suppliers and review opportunities to make business savings utilizing negotiation and procurement best practice tools and methods
33. Build, maintain and manage supplier relationships and keep up good communications
34. Ensure that a professional and consistent approach is taken in relation to all supplier relationships
35. Propose and implement job related process improvements
36. Participate in Supplier Audit for quality assurance purposes.
37. Perform other general administration tasks.

Education: Bachelor’s degree in Pharmacy/ Chemistry/ related field.

Experience: 1+ years’ experience in similar field.