Procurement Manager

Role Overview:

The Procurement Manager is responsible for overseeing and managing the procurement process for an organisation, ensuring that goods and services are obtained efficiently, cost-effectively, and in compliance with organisational policies and regulations. This role requires a strong understanding of procurement principles, negotiation skills, and a focus on continuous improvement.

Key Responsibilities:

1. Sourcing and Vendor Management:
   • Identify and source potential vendors: Conduct thorough research to identify suitable vendors for various goods and services, considering factors such as quality, pricing, and reliability.
   • Manage vendor relationships: Build and maintain strong relationships with vendors, ensuring they adhere to contractual obligations and quality standards.
   • Negotiate favourable terms: Negotiate competitive prices, terms, and conditions with vendors, leveraging your negotiation skills to secure the best value for the organization.
   • Evaluate vendor performance: Regularly assess vendor performance against agreed-upon KPIs, identifying areas for improvement and addressing any issues promptly.
   • Conduct due diligence: Conduct thorough due diligence on new vendors to ensure they meet organizational benchmarks and standards.
2. Procurement Strategies Development and Management:
   • Align strategies with business objectives: Develop and implement procurement strategies that support the organization's overall goals and objectives.
   • Optimize procurement processes: Continuously evaluate and improve procurement processes to enhance efficiency and cost-effectiveness.
   • Reduce costs: Identify and implement strategies to reduce procurement costs without compromising quality or service.
   • Streamline workflows: Streamline procurement workflows to minimize bottlenecks and improve turnaround times.
   • Foster innovation: Encourage innovation and explore new procurement technologies and practices.
   • Lead procurement initiatives: Initiate and lead procurement-related projects and initiatives, such as supplier diversity programs or sustainability initiatives.
   • Collaborate with stakeholders: Work closely with stakeholders across the organization to understand their needs and ensure that procurement activities align with their requirements.
3. Purchase Orders (POs) Processing and Management:
   • Ensure accurate and timely processing: Process purchase orders accurately and efficiently, ensuring compliance with company policies and procedures.
   • Coordinate with centres: Coordinate monthly procurement orders with centres, ensuring that purchases are controlled and quantities are appropriate.
   • Resolve issues promptly: Address any purchase order discrepancies, shortages, or issues promptly to minimize disruptions.
   • Communicate effectively: Maintain open and transparent communication with centres and other stakeholders regarding procurement matters and PO-related information.
   • Authorize POs: Provide final approval for purchase orders or purchases made through authorized online platforms, verifying that they are raised for the correct company entities and categories with accurate quantities.
   • Track and close POs: Ensure that all POs are processed, paid, and closed in a timely manner.
   • Update product pricing: Create and update product prices in NetSuite as needed.
4. Data Analysis and Reporting:
   • Collect and analyse data: Gather and analyse procurement data to identify trends, opportunities, and areas for improvement.
   • Generate reports: Prepare comprehensive reports on procurement activities, performance metrics, and cost savings.
   • Coordinate with centres: Coordinate monthly delivery schedules from vendors to centres and summarize monthly expense reports submitted by vendors.
5. Risk Management:
   • Identify and mitigate risks: Proactively identify potential risks associated with procurement activities and implement strategies to mitigate them.
6. Stakeholders and Team Management:
   • Foster collaboration: Build strong relationships and collaborate effectively with stakeholders across the organisation.
   • Provide guidance and support: Offer guidance and support to procurement team members, ensuring they have the necessary knowledge and skills to perform their roles effectively.
   • Mentor and train: Mentor and train new procurement team members, developing their skills and knowledge.
7. Compliance:
   • Ensure compliance: Adhere to all relevant procurement policies, procedures, and regulations, including compliance with local and international laws and standards.
   • Maintain accurate records: Maintain accurate records and documentation to support compliance and audit purposes.

In addition to the listed responsibilities, the Procurement Manager may be assigned other ad hoc tasks as needed.

Qualifications and Skills:

• Bachelor's degree in supply chain management, Business Administration, or a related field.
• 5+ years of experience in procurement or a similar role.
• Strong leadership and management skills.
• Excellent negotiation and communication skills.
• Proficiency in procurement software and systems.
• Strong analytical and problem-solving skills.
• Knowledge of contract law and procurement regulations.
• Ability to manage multiple projects simultaneously.