- Consult with the purchasing manager to determine the types of supplies and materials that will be needed in the near future based on the current annual production plan and use this to conduct regular market assessments for the best sources and prices.
- Pre-consult with peer institutions (suppliers) to identify potential new suppliers who can be added to the updated list of approved suppliers of the company, and as much as possible, develop relationships with the nearest production source with peer institutions to negotiate the best prices and terms based on a common economic scale.
- Maintain a continuous working relationship with local suppliers, and visit warehouses and production facilities to ensure contract terms are being respected as necessary.
- Ensure the eligibility of all new suppliers is verified before adding them to the list of approved suppliers.
- Review all purchase requests and verify the target price and that all specifications and requirements are clear to submit an appropriate quotation for discussion and selection among the submitted quotes.
- Ensure all requests for quotations clearly display all specifications and requirements as stated in the purchase request.
- Receive and review all bids and quotations according to the target price and specifications, and prepare a summary sheet of quotations.
- Always negotiate with suppliers on price reductions, preferred payment and delivery terms, and shipping options when necessary.
- Once the required steps are completed based on the value of purchases, select the best supplier concerning price, quality, and delivery, determine payment and delivery terms; and prepare purchase orders and draft contracts as needed.
- Ensure all procurement documents are correctly filled for record-keeping and auditing, maintaining organized files for active requests and subsequent activities such as change notices, schedule changes, and partial shipments.
- Maintain an updated list of approved suppliers with information on prices per goods and services and performance classification based on recent evaluations after delivery.
- Track the status of each purchase request and inform management and purchase requesters of updates through regular procurement status reports.
- Produce a periodic evaluation report on supplier performance with recommendations based on delivery tracking records (at least every six months).
- Coordinate with other departments to ensure purchase requests, supplier quotes, and purchase orders are complete and clear.
- Collect information on the prices of goods and services as needed for budgeting or planning purposes.
- Expedite purchase requests and orders to meet urgent operational needs when necessary and within acceptable standards.
Holding an appropriate administrative university degree.A minimum of three to five years of relevant experience.Ability to communicate clearly and accurately in English, both spoken and written.Ability to prepare reports and maintain complete files and records.Proficiency in using computer applications (Excel - at an excellent level) and (Outlook and PowerPoint).