Procurement Executive

Role & responsibilities

The Procurement Executive is responsible for overseeing and managing the sourcing and procurement processes within an industrial/institutional food service organization with multiple outlets. This role involves coordinating closely with various departments, primarily Human Resources, to ensure the timely and efficient acquisition of uniforms and shoes, as well as managing the procurement of materials and services across the organization.

Key Responsibilities:

Uniforms & Shoes Sourcing

• Collaborate with the HR department to identify uniform and shoe requirements for all employees.
• Manage the end-to-end procurement process from indent submission to delivery at multiple outlets.
• Ensure compliance with organizational standards and quality requirements.

Purchase Order Management

• Receive and review material requisitions (indents) from various departments.
• Generate and send Purchase Orders (POs) to approved vendors.
• Follow up with vendors to ensure timely delivery of materials to designated sites.

Contingency Material Requisition

• Manage contingency material requisitions through Special POs and additional POs as needed.
• Ensure that all emergency requisitions are processed quickly to minimize disruptions.

Work Order Issuance

• Issue work orders to vendors for maintenance-related job orders, ensuring proper approvals are obtained.
• Monitor the progress of maintenance jobs and ensure timely completion.

Capital Expenditure (Capex) Management

• Assist in generating Capex requests and follow up with relevant stakeholders for approval and processing.
• Oversee the procurement process for equipment, ensuring that it aligns with approved Capex requests and budgetary guidelines.
• Track procurement timelines and manage vendor coordination to ensure timely delivery of equipment.
• Maintain records of Capex expenditures and ensure compliance with budgetary constraints.

Vendor Management

• Manage the process of new vendor registration, including conducting due diligence and verifying vendor credentials.
• Facilitate the signing of vendor agreements and contracts to ensure compliance with organizational policies.

Vendor Reconciliation

• Work closely with the accounts team to reconcile vendor ledger statements.
• Address discrepancies and ensure accurate record-keeping and financial reporting.

Preferred candidate profile

Qualifications:

• Education

  : Bachelors degree in Business Administration, Supply Chain Management, or a related field.

• Experience

  :
• Minimum of 2-3 years of experience in procurement or supply chain management, preferably within the food service or hospitality industry.

• Skills

  :
• Strong negotiation and communication skills.
• Proficient in procurement software and MS Office Suite (Excel, Word, PowerPoint).
• Detail-oriented with excellent organizational skills.
• Ability to work under pressure and manage multiple priorities.

Key Competencies:

• Analytical Skills

  : Ability to analyze procurement data and vendor performance.

• Team Collaboration

  : Effective collaboration with cross-functional teams, including HR and finance.

• Problem-Solving

  : Proactive in identifying issues and developing solutions in a timely manner.

• Integrity

  : Maintain high ethical standards and transparency in all procurement activities.

Working Conditions:

• Based at the corporate office with occasional visits to outlet locations as necessary.
• Fast-paced environment requiring adaptability and flexibility to changing needs.