Job Brief
We are looking for an International Purchase Officer to coordinate and manage international purchasing activities for our company, ensuring timely procurement, competitive pricing, compliance with technical specifications, and efficient delivery from international suppliers.
The International Purchase Officer works closely with suppliers, freight forwarders, customs brokers and internal departments to ensure that purchased goods meet the company's technical, commercial and quality requirements and are delivered within the required timeframe.
Duties and responsibilities
International Purchasing and Supplier Coordination
- Identify, evaluate and communicate with international suppliers and manufacturers.
- Pre-qualify and register new suppliers by collecting company profiles, catalogues, product certifications and references, in line with the company’s supplier approval procedure.
- Request and compare quotations based on price, technical specifications, quality, delivery time, payment terms, Incoterms and warranty terms and conditions.
- Prepare technical-commercial comparison sheets on a landed-cost basis and recommend the best-value offer for approval.
- Prepare and issue purchase orders in accordance with approved purchasing procedures and delegated authority.
- Follow up with suppliers to confirm order acceptance, production schedules, availability and delivery dates.
- Maintain professional relationships with overseas suppliers and negotiate prices, discounts, payment terms, Incoterms, lead times and warranty conditions within delegated authority.
- Prepare and follow up on supply, price and distribution/agency agreements with key suppliers, in coordination with management.
- Monitor supplier performance regarding quality, delivery reliability, pricing and responsiveness, and carry out periodic supplier evaluations.
- Develop and maintain an updated international supplier database.
- Identify alternative sources for critical items to reduce single-source dependence and achieve cost savings.
- Monitor market prices, raw-material surcharges and exchange-rate movements, and report their impact on purchase costs.
Technical and Commercial Coordination
- Coordinate with the Sales, Project Engineering and Technical Departments to confirm the specifications before placing orders.
- Verify model numbers, capacities, power ratings, voltage, frequency, materials, dimensions, accessories and other applicable technical requirements.
- Ensure that quotations and purchase orders clearly identify the required products, quantities, standards, documentation and delivery terms.
- Clarify technical discrepancies with suppliers before order confirmation.
- Coordinate the procurement of replacement parts and urgent customer requirements.
- Obtain the technical documentation required by Engineering and customers, such as datasheets, performance curves, drawings, manuals, test reports and certificates.
- Coordinate factory acceptance tests (FAT), pre-shipment inspections or third-party inspections where required.
- Calculate the landed cost of imported items (product cost, freight, insurance, customs duties, clearance and local charges) and keep cost data up to date.
- Prepare and update price lists for all imported products, based on accurate landed costs, in coordination with the Sales Manager.
Import and Logistics Coordination
- Coordinate international shipments with suppliers, freight forwarders and customs brokers.
- Select the appropriate Incoterms and mode of shipment (sea, air or courier), and obtain and compare freight quotations from forwarders.
- Consolidate orders and shipments where feasible to optimize freight costs.
- Arrange cargo insurance where the purchase terms require it.
- Follow up on shipping schedules, shipment bookings, dispatch dates and expected arrival dates.
- Verify shipping documents, including commercial invoices, packing lists, bills of lading or air waybills, certificates of origin and other required documents.
- Coordinate import documentation and customs-clearance requirements with the relevant parties.
- Ensure correct HS codes, country-of-origin documents and conformity certificates are available to meet local import regulations.
- Monitor shipments and communicate delays or logistical issues to the concerned departments.
- Coordinate delivery arrangements to ensure goods arrive at the correct location and within the required timeframe.
- Coordinate with the Warehouse on the receipt of goods, checking quantities and condition against the purchase order and packing list.
- Handle claims with suppliers, carriers and insurers for damaged, short-shipped or non-conforming goods, and follow up on returns and warranty replacements.
- Assist in monitoring freight charges, customs duties and other import-related costs.
Inventory and Demand Planning
- Coordinate with Sales and the Warehouse to forecast demand for stock items and plan replenishment orders.
- Monitor stock levels, supplier lead times and minimum/reorder levels to avoid stock-outs as well as excess or slow-moving stock.
- Align purchase orders with project schedules and confirmed customer orders.
Purchase Order and Documentation Control
- Maintain accurate purchasing records, including quotations, purchase orders, supplier confirmations, invoices and shipping documents.
- Update the purchasing system with order status, expected delivery dates and outstanding supplier commitments.
- Ensure purchasing documents are properly approved, recorded and traceable.
- Monitor open purchase orders and follow up on overdue deliveries.
- Coordinate with the Finance Department regarding supplier invoices, payment schedules and agreed payment terms.
- Coordinate payment instruments (bank transfers, letters of credit and documentary collections) with Finance and the bank, ensuring that L/C terms and shipping documents comply with the purchase order.
- Track purchasing commitments against the approved budget.
- Maintain organized records of supplier correspondence and purchasing transactions.
Reporting, Compliance and Continuous Improvement
- Prepare periodic reports on open orders, shipment status, purchasing spend, cost savings, lead times and supplier performance.
- Ensure purchasing activities comply with company policies, internal controls, applicable import/export regulations and international trade restrictions or sanctions.
- Uphold ethical standards, declare any conflict of interest and keep commercial information confidential.
- Propose improvements to purchasing procedures, systems and templates.
- Travel to trade fairs and supplier sites when required.
- Perform other related duties assigned by the Procurement Manager.
Education
- Bachelor’s degree in Industrial Engineering or a related field (Mechanical or Electrical Engineering, Supply Chain Management or Business Administration).
- A professional procurement or supply-chain certification (e.g., CIPS, CPSM) is an advantage.
Skills
- Good written and spoken English and Arabic; additional languages are an advantage.
- Strong negotiation, communication and supplier relationship management skills.
- Good understanding of technical specifications and industrial equipment, such as pumps, motors, generators and related electromechanical equipment.
- Sound knowledge of Incoterms 2020, international payment methods (letters of credit, documentary collections, bank transfers) and import and customs-clearance procedures.
- Ability to calculate landed costs and carry out cost and price analysis.
- Proficiency in MS Office, particularly Excel, and in ERP or purchasing systems.
- Strong organizational skills and attention to detail.
- Ability to manage multiple purchase orders and deadlines simultaneously.
- Problem-solving skills and the ability to respond effectively to delivery or supply issues.
- Ability to coordinate with different departments and international suppliers across time zones.
- High level of accuracy in purchasing documentation and record keeping.
Experience
- Minimum 3 years of experience in procurement or purchasing, preferably in international purchasing of industrial or electromechanical equipment.
- Hands-on experience with import documentation, freight forwarders and customs clearance.
