Purchasing Specialist (FMCG)

Job description

JOB SUMMARY: Coordinates in sourcing suppliers and developing relationships to negotiate and buy goods, materials, and services to meet the Company's operational requirements. This includes supplier selection, tendering and cost estimating.

ESSENTIAL FUNCTIONS:

• Check purchase requisitions by reviewing requested items; collecting the needed Docs, then process them on system.
• Obtain price quotations via mail or telephone, and determine purchasing terms as payment, Delivery dates, special Discounts, sales tax, quality, guarantee, etc.
• Handle the local purchasing activities for food raw materials, Packaging items, Computer and office supplies.
• Issue purchase orders on system after verifying specifications & prices and Ensures proper completion of purchase orders by obtaining the needed approvals and signatures.
• Send orders to suppliers and keep monitoring them until their arrival to ensure receiving them on the required delivery dates.
• Review import shipping Documents and work on them with suppliers and freight forwarders (if needed).
• Handle all customs and bank forms requested for the clearance cycle.
• follow up with customs clearing agents until shipments release and arrival at Warehouse.
• Verify receipt of items by comparing received items to ordered items; and resolve any discrepancies.
• Register suppliers and service providers’ invoices on system.
• Issue payment requests for suppliers and freight forwarders (Foreign and local) and follow up with finance team until finalizing them.
• Keeps information accessible by sorting and filing documents.
• Helps in Monitoring supplier performance and resolving issues and concerns.
• Assists in Inspecting and evaluating the quality of purchased items and resolving shortcomings.
• Helps in Preparing reports and maintaining accurate inventory and procurement records.
• Handling Petty Cash and its reconciliation.
• handles export support fund, documentation, document presentation , all details till the cycle ends by receiving of payment
• Responsible for following up the purchasing orders Tracking them and making the requested purchasing operations and procedures.
• Interact with suppliers daily to resolve transaction issues and gather critical information invoices, tracking info, tax docs. etc.
• Coordination of selection/bidding processes for selected purchase requests, and supplier and contract pricing validation for all purchase requests under category management responsibility.
• Responsible for resolving invoice price and terms discrepancies to enable indirect order processing

MINIMUM QUALIFICATIONS: Education and experience equivalent to:

Education/Certification: Bachelor’s degree from any relevant background, from an accredited college or university.

Experience: 5 years of relevant work experience

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of: (B / basic; J / journey; E / expert)

• Generally accepted purchasing procedures (J)
• Applicable government regulations and legalization (J)
• Relevant purchasing department policies and procedures (E)
• Project and assignment management techniques and procedures (J)
• A track record of delivering strong results and maintaining positive supplier relationships (B)
• Advanced negotiation, influencing and stakeholder management abilities (J)
• Excellent written and verbal communication skills(B)
• Ability to achieve operational activities(B)
• Focused on delivering results. (B)
• PC word processing and spreadsheet software applications (J)
• All phases of electronic data processing purchasing procedure (J)
• Budgetary concepts and procedures (B)

Skills and Ability to:

• Complying with company policies, procedures, and regulatory standards.
• Good working knowledge of purchasing strategies.
• Excellent communication, interpersonal, and negotiation skills.
• Strong analytical thinking and problem-solving skills.
• Proficiency in Microsoft Office and with business application software, purchasing, and resource planning systems.

LEADERSHIP / MANAGEMENT RESPONSIBILITY: Full sentences here.

PERFORMANCE CATEGORIES:

• Productivity and quality standards: accuracy, timeliness, thoroughness
• Productivity and quality standards: profitability and competitive pricing
• Productivity and quality standards: customer service satisfaction, responsiveness, accuracy, and reliability
• Productivity and quality standards: internal communication
• Compliance with GSF purchasing policies, procedures, and generally accepted purchasing principles
• Teamwork within the department and across departments
• Organization and attention to detail
• Confidentiality
• Customer satisfaction
• Professional attitude and demeanor
• Reasonable and predictable attendance
• Employee development to meet GSF’s projected near and mid-term objectives
• Budget development
• Cost containment
• Reduction of past due percentages

Management retains the discretion to add or to change the responsibilities of the position at any time.