The Supply Chain Officer's main role is to ensure the timely and accurate processing of purchase orders, updating of purchase prices and shipment costs, and coordination of inbound shipments and deliveries. The role involves working closely with the Supply Chain Department, clearance agents, suppliers, transporters, warehouse and Finance Department to ensure smooth customs clearance, accurate shipment costing, timely product availability and compliance with company policies and procedures.
Essential Duties and Responsibilities
- Preparing, creating and releasing purchase orders in the ERP system based on approved supply requirements, ensuring accurate supplier details, quantities, prices and delivery dates, while monitoring outstanding orders and coordinating necessary amendments with the Supply Chain Department.
- Updating and maintaining accurate purchase prices and CIF (Cost, Insurance and Freight) values in the system, in coordination with the Finance Department, ensuring proper validation, documentation and compliance with approved costing procedures.
- Coordinating with customs clearance agents, suppliers, dairies and relevant departments to ensure timely preparation and submission of shipping documents, smooth customs clearance and resolution of discrepancies, while reporting potential delays and additional charges.
- Monitoring inbound shipments and coordinating delivery schedules with clearance agents, transporters and the Warehouse, ensuring timely communication of changes, receiving readiness and completion of deliveries.
- Preparing float requests for customs clearance, transportation and other shipment-related expenses, obtaining necessary approvals, and reconciling actual expenses against advances through proper verification of invoices, receipts and supporting documents.
- Monitoring and controlling shipment-related expenses, verifying logistics invoices against agreed rates and supporting documents, resolving discrepancies and minimizing avoidable costs, including demurrage and detention charges.
- Maintaining accurate shipment records and trackers, covering purchase orders, arrival dates, clearance status, deliveries and related costs, while ensuring proper filing of all shipping and financial documentation according to company procedures.
- Providing the Accounting Department with accurate shipment cost information and supporting documents for timely expense recording, costing and month-end accruals, while preparing regular reports highlighting shipment status, costs, delays and operational issues.
- Coordinating with internal departments and external service providers to ensure smooth supply chain operations, timely resolution of issues and compliance with company standards and procedures.
Skills & Competencies:
- Strong organizational, planning and coordination skills, with the ability to manage multiple tasks and priorities efficiently.
- Meticulous and accurate, with strong attention to detail and cost awareness.
- Strong analytical and problem-solving skills, with the ability to identify discrepancies and propose practical solutions.
- Excellent follow-up skills, with the ability to ensure timely completion of assigned activities and responsibilities.
- Strong communication and interpersonal skills, with the ability to coordinate effectively with internal departments, suppliers and external service providers.
- Result-oriented and pragmatic, with the ability to work under pressure and meet deadlines.
- Strong data handling and reporting skills, with the ability to maintain accurate records and provide relevant information to management.
- Proficient in MS Office applications, particularly Excel, and familiar with ERP systems.
Profile Prerequisites:
- Bachelor's degree in Supply Chain Management, Logistics, Business Administration or a related field.
- Minimum 2 years of relevant experience in supply chain, logistics or a related field.
- Previous experience in the FMCG industry is mandatory.
- Good knowledge of ERP systems and MS Office applications.
- Fluent in Arabic and English, both written and spoken.
