Position Overview
The Procurement Manager / Supervisor is responsible for managing sourcing, purchasing, supplier relationships, and procurement activities to ensure the timely and cost-effective acquisition of goods, materials, equipment, and services. The role supports business operations by ensuring purchases meet required specifications, quality standards, delivery schedules, budgets, and compliance requirements. The position works closely with Finance, Operations, Warehouse, Logistics, Inventory, Engineering, Projects, and other departments to maintain an efficient and reliable procurement process. The Manager may additionally lead procurement strategy, supplier negotiations, team performance, budgets, risk management, and continuous improvement initiatives.
Key Responsibilities
- * Manage daily procurement and purchasing activities in accordance with company policies, approved budgets, specifications, and operational requirements.
- Review purchase requisitions, specifications, quantities, delivery requirements, budgets, and requested timelines before initiating procurement activities.
- Develop and implement procurement strategies that support cost efficiency, quality, availability, supplier performance, and business objectives.
- Identify, source, evaluate, and maintain relationships with reliable suppliers, manufacturers, distributors, contractors, and service providers.
- Prepare and issue Requests for Quotation (RFQs), Requests for Proposal (RFPs), tenders, and other procurement documentation.
- Obtain and compare supplier quotations based on price, quality, specifications, lead time, payment terms, warranty, delivery conditions, and overall value.
- Negotiate pricing, payment terms, delivery schedules, minimum order quantities, warranties, service levels, and other commercial conditions.
- Prepare, review, and process purchase orders in accordance with approved requirements and procurement procedures.
- Monitor open purchase orders and follow up with suppliers to ensure materials, equipment, and services are delivered on time.
- Coordinate with Warehouse, Inventory, Logistics, and Operations teams regarding incoming shipments, stock requirements, delivery schedules, and urgent purchasing needs.
- Coordinate with Finance regarding budgets, purchase orders, invoices, payment terms, supplier statements, and procurement-related financial documentation.
- Maintain accurate supplier records, contracts, quotations, purchase orders, pricing information, performance records, and procurement documentation.
- Monitor supplier performance relating to quality, delivery, responsiveness, pricing, service, and compliance.
- Address supplier delays, shortages, quality issues, incorrect deliveries, invoice discrepancies, warranty matters, and other procurement-related problems.
- Conduct regular supplier reviews and identify opportunities for supplier consolidation, improved service levels, cost reduction, and supply continuity.
- Research market prices, supplier capabilities, industry developments, commodity trends, transportation costs, and alternative sourcing options.
- Identify cost-saving opportunities through competitive sourcing, volume purchasing, contract negotiation, alternative suppliers, and procurement optimisation.
- Monitor inventory requirements and coordinate purchasing activities to avoid stock shortages, excessive inventory, unnecessary purchases, and operational disruptions.
- Work with Inventory and Warehouse teams to improve stock availability, replenishment planning, inventory turnover, and purchasing accuracy.
- Support strategic sourcing initiatives for key categories, materials, equipment, services, and high-value purchases.
- Ensure procurement activities comply with company policies, approval limits, internal controls, contractual requirements, and applicable laws and regulations.
- Maintain appropriate documentation and audit trails for quotations, approvals, supplier selection, purchase orders, contracts, and procurement decisions.
- Support internal and external procurement audits and provide required documentation and explanations.
- Monitor procurement KPIs such as purchase savings, supplier performance, order cycle time, on-time delivery, purchasing accuracy, cost variance, and compliance.
- Prepare regular procurement reports covering purchasing activity, supplier performance, expenditure, savings, outstanding orders, and key procurement risks.
- Use ERP, e-procurement, purchasing, inventory, and supplier management systems to process and monitor procurement activities.
- Analyse purchasing data and identify trends, pricing changes, supplier risks, recurring purchases, and opportunities for process improvement.
- Support contract negotiations, renewals, supplier agreements, service contracts, and commercial arrangements where required.
- Coordinate with Legal, Finance, Operations, Engineering, Projects, and other stakeholders on contract and procurement requirements.
- Ensure imported goods and international purchases are supported by appropriate shipping, customs, delivery, and commercial documentation where applicable.
- Monitor Incoterms, freight costs, lead times, customs requirements, and international supplier conditions where relevant.
- Support urgent, critical, or high-value purchases while ensuring appropriate approvals and procurement controls are maintained.
- Maintain confidentiality of supplier pricing, contracts, commercial terms, company budgets, purchasing information, and sensitive business data.
- For Manager-level responsibilities, develop procurement policies, annual procurement plans, category strategies, supplier risk-management programs, budgets, and performance targets.
- For Manager-level responsibilities, lead and develop procurement staff through recruitment, training, coaching, workload allocation, performance management, and professional development.
- Continuously review procurement processes and implement improvements to increase efficiency, transparency, cost control, supplier quality, and business support.
Requirements
- * Diploma or degree in Procurement, Supply Chain Management, Logistics, Business Administration, Operations Management, Finance, or a related field.
- Proven experience in procurement, purchasing, sourcing, supply chain, or vendor management.
- Previous supervisory or management experience is preferred for Procurement Manager / Supervisor-level positions.
- Strong knowledge of procurement processes, supplier sourcing, quotation analysis, purchasing, purchase orders, contract management, and supplier negotiations.
- Experience managing supplier relationships and evaluating suppliers based on price, quality, delivery, service, and reliability.
- Good understanding of inventory management, logistics, warehousing, demand planning, and supply chain operations.
- Experience using ERP, procurement, purchasing, or supplier management systems such as SAP, Oracle, Microsoft Dynamics, or equivalent platforms.
- Strong Microsoft Excel skills for quotation comparisons, purchasing analysis, cost tracking, supplier evaluation, and reporting.
- Strong negotiation, analytical, communication, problem-solving, and stakeholder-management skills.
- Commercial awareness with the ability to evaluate total cost, supplier value, risks, payment terms, and procurement opportunities.
- Strong understanding of procurement controls, approval procedures, documentation, compliance, and audit requirements.
- Ability to manage multiple suppliers, purchase orders, deadlines, priorities, and urgent requirements simultaneously.
- Strong organisational skills and attention to detail with a focus on accuracy and timely delivery.
- Ability to work effectively with Finance, Warehouse, Logistics, Inventory, Operations, Projects, Engineering, and senior management.
- Strong leadership and team-management skills for Manager/Supervisor-level positions.
- Knowledge of international sourcing, import/export procedures, customs, freight, and Incoterms is an advantage.
- Experience with tenders, contracts, strategic sourcing, category management, or supplier risk management is an advantage.
- Professional procurement certifications such as CIPS, CPSM, CSCP, or equivalent are an advantage.
- Ability to work in a fast-paced business environment and adapt to changing operational and purchasing requirements.
