Assistant Purchase Manager

Purpose of the job

Responsible for sourcing and planning of C class raw/packaging material sku. To support implementation and delivery of sourcing plans for the year by understanding requirements of different manufacturing sites, stakeholders, identifying suppliers, negotiating prices, issuing purchase orders and doing shipment follow up to ensure OTIF availability of requirements at most competitive prices. The role also requires resolving operational issues and disputes internally (with different stakeholders) and externally (with suppliers) so as to ensure business continuity at all times.  

Key Accountabilities

Sourcing of C class sku’s

Understand business needs for C class sku’s, identify suppliers locally / regionally, receive samples and get needed approvals for sourcing.  To provide necessary documentation to get regulatory approvals from SFDA / Saber or other authorities as necessary.

Supplier Negotiation

• Negotiate costs and identify pricing models with supplier to remain competitive and to keep it below annual budget numbers.  
• Negotiate improved payment terms, warranty and other service level agreement as needed with suppliers.
• Negotiate for minimum/economic order quantities, transportation costs, freight charges, lead times and other planning parameters.

Implementing cost reduction programs

• Interacting with different stakeholders (factory, warehouse, logistics etc.) to get stakeholder buy-in for implementation of cost reduction programs and ensure that its implemented as planned.

Material Requirement Planning

• Converting production plan into raw & packaging material requirement plan.
• Control the planning parameters and regularly updating them to ensure MRP requirements are accurate and timely.
• Generating material requirement reports and checking its accuracy. 
• Identifying list of orders to be issued and contacting suppliers to book capacity and seek sales offers in time.
• Inform suppliers about urgent requirements which are not in accordance with agreed supplier lead times and ensure that the goods arrive on time.

RFI / RFQ Solicitation & Evaluation

• Initiate RFQ process from existing / potential vendors based on requirements received from internal stakeholders,
• Prepare comparative analysis of the proposals received across various elements (price, delivery terms, payment terms, etc…) for discussion with the Manager Procurement so as arrive at the right decision on the supplier selection.

Purchase orders and expedition

• Ensure final purchase orders are issued on time.
• Calculate & order “economic order quantities” to get best total cost of ownership.
• Ensure PO’s are approved as per company approval authority schedule.
• Follow up with suppliers to obtain order confirmation, tentative production and shipment plans.
• Ensure goods arrive in time to meet factory production plans.

Shipping Documents accuracy

• Ensure shipping documents are received from supplier in time for customs clearance.
• Check accuracy of shipping documents and proactively resolve problems, if any.
• Collaborate with the customs clearance team to ensure containers get released on time from to avoid container detention or demurrage costs.
• Proactively inform all necessary regulatory changes to the supplier and ensure that all required certificates are obtained in advance that meets the SFDA & SASO requirements.

Forecasting Budgets & Annual requirement plans.

• Provide inputs on cost and capacities for budget preparations.
• Share forecasts with suppliers and ensure capacity allocation.
• Regular follow up with suppliers on availability of needed raw materials at their end to meet forecasted requirements.

Inventory Management & logistic challenge resolution

• Inform suppliers on pallet load and container load ability plans for smooth transit and offloading at warehouse.
• Resolve any conflicts that arise between the supplier and warehouse teams due to rejections / trucking / safety issues.

Supplier Intelligence and NPD

• Follow developments in supply markets to get required insights, useful technological developments, alternative suppliers, product improvements etc. to advise internal clients on purchases and to support in NPD.

Alternate supplier development

• Identifying new suppliers in market and working with them to identify cost improvement opportunities.
• Introduce backup supplier plans to ensure business continuity.
• Evaluating new supplier performance and working on developing them for improvements.

Contract execution

• Ensure contract and service level agreements are executed at all levels.
• Ensure non-compliance gets reported and actions taken to resolve differences.
• Escalating issues to higher management when disputes and non-conformity issues are disrupting supplies and contract validity.
• Ensure timely feedback is obtained from stakeholders and necessary actions taken to renew contracts in time. 

Historical records and D-base

• Ensure all historical records related to suppliers, their audit reports and approval documents are maintained for easy retrieval and verification.
• Ensure supplier contact details of existing and potential suppliers are maintained to identify and search new vendors in case of new launch requirements or alternate supplier development. 

Supplier Relationship management

• Maintain excellent relationships with suppliers in order to ensure loyalty, co-operation, and optimal purchasing conditions.  
• Understanding of supplier organization structure and meeting necessary support teams at supplier to enhance communication and get necessary support to meet company targets.
• Co-ordinate between different stakeholders and suppliers so as to resolve disputes if any.

Reporting

• Support providing necessary reports as required by management.
• Provide monthly savings, consumption, order and receipt reports.

Job Requirements

• Educational level:  University Graduate (Business Administration / Supply Chain / Industrial Engineering preferred)
• Specific diploma/education: CIPS/CIPP qualification will be an advantage.
• Minimal experience: 5 years of relevant experience in procurement in the FMCG industry.
• Languages: Fluent in English. Knowledge of Arabic will be an advantage.
• Experience of using ERP systems
• Good knowledge of MS-Office.

Job Competencies

• Supply Chain & Material Planning Skills
• Strong analytical & numeracy skills
• Works well under pressure to strict deadlines
• Decision making oriented & able to quickly react to changing environment
• Good negotiation & supply management skills
• Commitment to strong work ethics, integrity and honesty
• Good communication, presentation & reporting skills.
• Proactive and Team player
• High collaborative skills