Back Office Executive

KRA Procurement & Sourcing
Role: Procurement & SourcingKRA Summary1. Sourcing

• Collect local market prices as per purchase list, ensuring specs and quality match.
• Send samples to vendors for pricing; gather lead time, MOQ, and MOC info.
• Arrange product samples for client approval before quotations.

2. Cash/GST Purchases

• Handle small item purchases in cash or via BizPay with GST invoice compliance.

3. Vendor Management

• Maintain and update vendor database with item details and contact info.
• Ensure timely vendor payments, including advances and PDCs.

4. Procurement

• Negotiate price, delivery, and credit terms.
• Coordinate cash purchases (5K10K); obtain HOD approval for >10K.
• Place POs, arrange proforma invoices, and follow up on orders and deliveries.
• Collect and process vendor invoices for records.

5. Accounting

• Upload all purchase and expense vouchers to the shared drive.

Requirements

• Minimum 1 years of experience in a similar role.
• Graduate qualification required.
• Female candidates preferred.

Ideal Candidate Qualities

• Strong Communication Skills:

  Clear and effective communication with clients, vendors, and internal teams is crucial.

• Attention to Detail:

  Accurate handling of quotes, POs, invoices, and documentation.

• Organizational Skills:

  Ability to manage multiple inquiries, follow-ups, and filing systematically.

• Proactive Follow-Up:

  Persistent and timely follow-up to ensure smooth order conversion and payments.

• Customer-Focused:

  Responsive and service-oriented attitude toward clients and vendors.

• Negotiation Skills:

  Ability to coordinate and clarify pricing or delivery issues with internal and external stakeholders.

• Team Player:

  Collaborates well with Purchase, Logistics, Accounts, and Sales teams.

• Time Management:

  Prioritizes tasks effectively to meet deadlines.

• Basic Accounting Knowledge:

  Understanding of invoicing, GRN, and payment processes.

• Tech-Savvy:

  Comfortable using ERP systems, Excel, email, and document management tools.