Position Overview
We are seeking an experienced, organised, and commercially focused Procurement Manager / Supervisor to oversee sourcing, purchasing, supplier relationships, and procurement operations. The role is responsible for ensuring goods, materials, equipment, and services are sourced efficiently, competitively, and in accordance with required quality, specifications, delivery schedules, budgets, and company policies. The position works closely with Finance, Operations, Warehouse, Logistics, Inventory, Engineering, Projects, and other departments to ensure procurement requirements are fulfilled accurately and on time. The Manager or Supervisor will also support supplier performance, team coordination, cost control, risk management, and continuous improvement.
Key Responsibilities
- Manage daily procurement and purchasing activities in accordance with approved requirements, budgets, policies, and procedures.
- Review purchase requisitions, specifications, quantities, delivery requirements, budgets, and supporting documents before initiating procurement activities.
- Develop sourcing plans and procurement strategies based on business requirements, demand, supplier availability, cost, quality, and delivery requirements.
- Identify, evaluate, qualify, and maintain reliable suppliers based on pricing, quality, capacity, service, delivery performance, and compliance.
- Source suppliers and request quotations, RFQs, RFPs, tenders, and commercial proposals for goods and services.
- Evaluate supplier quotations and prepare detailed comparisons covering price, specifications, lead time, payment terms, warranty, MOQ, delivery, and total cost.
- Negotiate pricing, payment terms, delivery schedules, discounts, warranties, contracts, and other commercial conditions with suppliers.
- Prepare and issue purchase orders accurately and ensure purchases are properly approved according to company authority limits.
- Monitor open purchase orders, supplier confirmations, delivery schedules, backorders, shortages, and outstanding requirements.
- Coordinate with Warehouse, Inventory, Logistics, Finance, Operations, and requesting departments to ensure timely delivery and correct receipt of purchased items.
- Maintain accurate supplier records, quotations, purchase orders, contracts, pricing information, and procurement documentation within ERP or procurement systems.
- Monitor supplier performance and resolve issues relating to quality, delivery delays, incorrect quantities, damaged goods, pricing discrepancies, and service failures.
- Conduct regular market research to monitor supplier availability, price movements, lead times, alternative sources, and market conditions.
- Identify cost-saving opportunities through competitive sourcing, supplier consolidation, negotiation, standardisation, alternative materials, and process improvements.
- Coordinate procurement activities with inventory requirements, demand forecasts, minimum and maximum stock levels, and replenishment plans.
- Ensure procurement activities comply with internal controls, approval procedures, contractual requirements, audit standards, and applicable regulations.
- Work with Finance to ensure purchase orders, goods receipts, invoices, payment terms, and supporting documents are properly matched and processed.
- Support supplier contract negotiations, renewals, service agreements, framework agreements, and commercial documentation.
- Monitor procurement KPIs including supplier performance, savings, purchase price variance, order cycle time, delivery performance, procurement spend, and cost efficiency.
- Prepare procurement reports, supplier performance summaries, spend analysis, savings reports, and management updates.
- Identify procurement risks and maintain alternative suppliers or contingency arrangements for critical products and services.
- Maintain confidentiality of supplier pricing, contracts, purchasing information, commercial terms, and sensitive company data.
- Support internal and external audits by maintaining complete, accurate, and traceable procurement records.
- Promote ethical procurement practices, fair supplier evaluation, transparency, compliance, and responsible purchasing standards.
Manager / Supervisor Responsibilities
- Supervise and coordinate procurement or purchasing team members and allocate workloads according to business priorities.
- Establish team objectives, procurement KPIs, sourcing priorities, and performance expectations.
- Review procurement activities and approvals within the assigned level of authority.
- Train and coach team members on supplier sourcing, quotation analysis, negotiation, purchase orders, documentation, and procurement systems.
- Develop and maintain strategic relationships with key suppliers and participate in high-value or critical procurement negotiations.
- Support annual procurement planning, departmental budgets, category strategies, and cost-reduction initiatives.
- Review procurement workflows and implement improvements to increase efficiency, strengthen controls, reduce costs, and minimise supply risks.
- Provide procurement performance updates, cost-saving initiatives, supplier concerns, and recommendations to senior management.
Requirements
- Diploma or Bachelor's Degree in Procurement, Supply Chain Management, Logistics, Business Administration, Operations, Finance, or a related field.
- Proven experience in procurement, purchasing, sourcing, buying, supply chain, or supplier management.
- Previous experience as a Procurement Supervisor, Procurement Manager, Purchasing Manager, Senior Buyer, Procurement Executive, or similar role is preferred.
- Strong knowledge of RFQs, RFPs, quotations, tenders, purchase orders, supplier evaluation, negotiations, and procurement processes.
- Strong supplier relationship management and commercial negotiation skills.
- Experience managing procurement spend, cost analysis, supplier performance, delivery schedules, and purchasing KPIs.
- Good understanding of inventory management, logistics, demand planning, warehouse operations, and supply chain processes.
- Proficiency in ERP, procurement, or purchasing systems such as SAP, Oracle, Microsoft Dynamics, or similar platforms.
- Strong Microsoft Excel skills for quotation comparisons, spend analysis, procurement tracking, and reporting.
- Excellent analytical, organisational, communication, negotiation, and problem-solving skills.
- Strong commercial awareness and ability to evaluate price, quality, lead time, total cost, and supplier risks.
- Knowledge of import/export procedures, customs, Incoterms, contracts, or international sourcing is an advantage.
- Strong leadership, coaching, and team-management skills for Supervisor or Manager-level positions.
- Ability to manage multiple suppliers, purchase requirements, deadlines, budgets, and internal stakeholders in a fast-paced environment.
- High level of integrity, confidentiality, attention to detail, and commitment to procurement controls.
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Professional certifications such as CIPS, CPSM, CSCP, or equivalent procurement/supply chain qualifications are an advantage.
