Purchase Executive - Stores and Spares

The position is responsible for the smooth and transparent process of procurement in order to be efficient and economical in terms of purchase management. In addition, assessment of products and services received, as well as negotiating contracts with suppliers are key functions of this job.

Key responsibilities

• Manage the foreign stock procurement valuation from creating request for quotation to purchase order creation and invoice parking/posting.
• Manage the local stock procurement (valuated/non-valuated) from generating request for quotation till the purchase order creation.
• Resolve PR queries within a 5-day period, otherwise dismiss the PR and revert back. In case of ambiguous descriptions, coordinate with store for a sample or renewed description.
• Exercise monopoly on items of purchase if they are of relevant nature against the first rates. In this case, no further quotations on items will be required.
• Set up alternate suppliers for contingency management via market visit. Ensure at least 3 quotes on 30% of purchases in RFQ and minimum 2 quotes for 70% of purchases, excluding packing material, in RFQ.
• Compare and assess payment terms, quotations and lead times with suppliers and negotiate on quotations accordingly. Input the rates of approved quotations in RFQ with approval by higher management.
• Prepare RFQ in system against item Purchase Orders and review the RFQ. Justify differences in brands and origins if different from historically used brands. Ensure all currently available and relevant price lists are attached to the RFQ.
• Create supplier condition contracts and related purchase orders whilst checking the business volume.
• Manage the end-to-end contracts process from RFQ creation till issuance of the contract.
• Check material availability to arrange and hand over for transportation. Review and monitor long time pending requisition and follow up with vendors for late delivery items. If material is not available, review requirement and send request to 3rd party.
• Create the purchase information record and ensure that all necessary fields have been duly filled.
• Review pending bills in system through pending GRN and follow up on Bills / Invoices with supplier.
• Determine price rates by International Rates available via internet or by evaluating the Current Market Trends. Recommend the best path according to the situation or market information.

Qualification and Experience

• A minimum Bachelors from a renowned university is a must. 1 - 3 years of relevant experience will suffice.