Procurement Incharge

Vendor Development & Management

• Identify, evaluate, and develop new vendors to diversify the supplier base and reduce dependency risks.
• Build and maintain strong relationships with key suppliers to foster collaboration and continuous improvement.
• Negotiate contracts, establish supplier agreements, and ensure compliance with agreed terms.
• Collaborate with vendors on product development, cost reduction initiatives, and innovation opportunities.
• Analyze vendor cost structures and market trends (e.g., LME prices) to secure competitive pricing.
• Develop cost‑saving strategies such as bulk purchase discounts, optimized payment terms, cost‑effective logistics, and reduced overheads without compromising quality or delivery timelines.
• Maintain an up‑to‑date vendor database with complete documentation and certifications.
• Conduct weekly reviews with the Finance team to monitor payment schedules and ensure timely vendor payments.

Procurement Planning & Execution

• Collaborate with Production and Operations teams to finalize monthly procurement plans based on demand forecasts and project schedules.
• Ensure timely release of Purchase Orders (before the 10th of each month) following management approval.
• Analyze historical demand, consumption patterns, and inventory trends to maintain optimal stock levels.
• Implement Just‑In‑Time (JIT) procurement practices to minimize inventory holding costs while preventing stockouts.
• Coordinate with Finance to ensure timely availability of funds aligned with approved procurement plans.

Warehouse Management

• Coordinate with Operations for advance planning of material storage and unloading arrangements prior to shipment arrivals.
• Ensure all incoming materials are stored in designated locations.
• Maintain a clean, organized, and safe warehouse environment in compliance with health, safety, and housekeeping standards.

Inventory Management

• Ensure all materials are supported by Bin Cards and verify regular updates by the Store team in alignment with system records.
• Review inventory ageing reports and coordinate with Operations to identify materials held for over 120 days and implement action plans to reduce aged inventory.
• Participate in physical stock audits in coordination with Finance and Operations teams to ensure alignment between physical and system inventory.

Risk Management

• Monitor geopolitical developments, oil price fluctuations, and freight cost trends to proactively mitigate supply chain risks.
• Ensure appropriate insurance coverage for all international shipments.
• Ensure compliance with customs regulations, including material‑specific approvals and licensing requirements.
• Review draft shipping documents for accuracy and compliance before approving final shipment confirmation.

Supply Chain & Logistics Management

• Negotiate competitive freight and logistics rates with forwarding agents to optimize import costs.
• Track and analyze landing costs to prevent cost deviations and initiate corrective actions when required.
• Ensure duty exemptions are applied for eligible materials and coordinate approvals for additional exemptions where necessary.

Process Compliance & Continuous Improvement

• Ensure strict adherence to established Standard Operating Procedures (SOPs).
• Lead continuous improvement initiatives to enhance procurement efficiency, accuracy, and compliance.
• Facilitate training and awareness programs for procurement and warehouse teams.
• Ensure accurate and timely updates of Estimated Time of Arrival (ETA) in the ERP system.
• Monitor procurement KPIs including cost savings, vendor lead times, PO cycle time, inventory turnover, and compliance rates.

Essential Attributes & Competencies

• Strong negotiation and communication skills.
• Analytical and problem‑solving capabilities.
• Ability to manage multiple priorities in a fast‑paced environment.
• Knowledge of international shipping regulations and procedures.
• High attention to detail and documentation accuracy.
• Proficiency in procurement systems, ERP platforms, and Microsoft Office Suite.
• Strong knowledge of INCOTERMS, customs duties, and international trade documentation.

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