Procurement Officer

Job Overview

Responsible for the timely & competitive procurement of materials/services for Tecon SES, ensuring timely delivery by vendors, enhancing service excellence to internal & external customers, and compliance with customer requirements/specifications.

Key Accountabilities

1. Negotiate with suppliers on lead-time, price, and quality to obtain the maximum benefit for TECON SES.
2. Evaluate new potential suppliers that meet TECON’s standards.
3. Replicate purchase details with customer orders and required timeline for deliveries.
4. Assist in solving problems arising with suppliers regarding delivery and payment terms.
5. Check the invoice received from the supplier and reconcile the same with the purchase order(s).
6. Prepare payment requests to process payments in case of advance payment terms.
7. Reconcile the order confirmation by vendors for any discrepancies and price variations.
8. Ensure that changes agreed after placement of P/O are updated in the SAP system.
9. Continually follow up to expedite open purchase orders to ensure that the MRP reports are accurate.
10. Expedite overdue orders with suppliers and record revised delivery dates with order acknowledgment.
11. Maintain a follow-up file with all correspondence of purchase orders.
12. Maintain purchase reports and prepare purchasing statistics for the month-end report.
13. Monitor, furnish, and keep all records of current & previous estimates for quotation & references.
14. Ensure the order confirmation by the vendor and update in SAP at the same time.
15. Develop, maintain, and manage a professional and courteous relationship with vendors and internal customers on all organizational levels that ensures service excellence.
16. Follow up with suppliers to comply with order acknowledgment delivery dates to ensure timely collection of materials.
17. Engage stakeholders and participate in demand management (MRP) meetings.
18. Apprehend potential problems & list care instructions to be taken care of at all stages by respective contributors/stakeholders.
19. Liaise with accounts and suppliers to resolve any payment queries & A/P reconciliation.
20. Communicate frequently with the team to offer and obtain information.
21. Facilitate team meetings and discuss what went wrong & what went right for common understanding and awareness.
22. Maintain confidentiality, integrity, and safeguard company’s trade secrets.
23. Focus on payment terms improvements, cost savings, INCOTERMS, services, and sourcing of new/alternate vendors against all Purchase Requisitions.
24. Involvement in 100% implementation of automation of minimum 2 business processes relevant to procurement.
25. Create PO within 2 working days (ELV, Power & Systems Division) from the day of receipt of request with complete information and documents.
26. Resolve discrepancies and manage claims within 4 weeks from receipt of the notification from Forwarders/warehouse/sales team.
27. Attend internal meetings and training as advised by Line Manager/Supervisor.
28. Ensure that company format, procedures (safety), and policies are followed.

Qualifications/Requirements

1. Degree in Business Management and/or Operations Management.
2. Thorough knowledge of principles, methods, and procedures of purchasing and inventory control.
3. Excellent communication and negotiation skills with suppliers and internal customers.
4. Proficient in the use of MS Office Applications (Word, Excel, Access) and SAP.
5. Able to work well under pressure in a fast-paced environment.