Matanuska

Job Title: Procurement Manager
Reports to: Financial Director
Supervises: 2-3 buyers

Internal customers: Divisional GMs, stores personnel, treasury, transport and logistics

Job Purpose:

To manage the strategic sourcing, purchasing and expediting the procurement process effectively and profitably for the business.
To identify, select, purchase and expedite the delivery of quality products or services for the Divisions within the standard time frame and specifications.
To negotiate and manage fixed term contracts for strategic requirements.

Major Functions/Accountabilities:

1. Supplier sourcing and relationship management

Sourcing, engaging & building a strong strategic key supplier base by establishing long lasting relations through performance evaluation to initiate business and organization partnerships,
Monitor and record supplier performance to assess supplier‘s ability to meet quality and delivery requirements on a continuous basis,
Negotiate prices and secure advantageous terms and conditions with suppliers and ensure that such negotiations are properly contracted, documented and filed according to Company specifications,
Review all existing contracts, and negotiate new fixed terms contracts for strategic category requirements
Contract management and keeping record of expiration dates and renegotiating or awarding new tenders as required
Maintaining and updating supplier information such as product ranges, pricing, delivery times, etc.
Risk assessments on key suppliers

2. Control and Management

Selection and implementation of systems to improve procurement function effectiveness,
Inventory management and maintaining optimal levels of stock,
Management of purchasing function,
Development of appropriate KPI’s for your department and reporting of it on monthly basis
Data analysis by producing reports that track the functional metrics and analysis of budgets versus actual expenditure and recommend improvement,
Overseeing the formulation of the procurement budgets, plans, policies, procedures, controls & promoting the culture of long -term saving on procurement costs,
Formulate control strategies for unforeseeable circumstances to any delays for deliveries,
Develop and manage IT systems that track the shipment, inventory and supply of materials and report key functional metrics to reduce expenses and improve effectiveness.

3. Purchasing:

Approve all procurement orders,
Procurement process optimization,
Reviewing, comparing, analyzing and approving products and services to be purchased.
Maintaining accurate purchase and pricing records.
Control company spending,
Drafting and implementing Standard Operating Procedures in liaison with the Treasury & Finance functions,
Setting up and adhering to internal controls as it pertains to procurement,
Compliance with specification & standards required for goods & services meeting the target of zero returns of goods ordered,
Manage a team of buyers to process all Internal Requisitions to final delivery and payment of goods/services within standard delivery timelines.
Resolution of unplanned & unexpected operational requirements within 24 hours to 36 hours.
Adherence to Stock and planned re-order levels in coordination with the Stores Departments and Operations Departments.
Purchasing of all goods & services at the best possible prices & costs according to bench marked standards.
Maintain and manage files for Part Delivered Orders and Pre-Paid Orders to Suppliers ensuring all Orders are completed on time.
Hold regular meetings with internal Customers to better understand their current & weekly procurement requirements, clarify specifications and expectations.

4. Logistics

Plan and execute delivery of supplies to end users within standard time frames
Optimize logistics costs by coordinating with all players to align consignments and costs

5. Administration & Compliance

Follow up on payments to Suppliers and ensure that Suppliers are paid on time within agreed time frames and adherence to credit terms.
Lead transformational activities to build procurement organizational capabilities and improve procurement efficiency,
Ensure all goods & services ordered conform to Procurement standards raising, recording & resolving non-compliance with relevant Departments & Staff Members.
Update fully and manage online Order Tracker on a daily basis achieving 100% accuracy with periodic reference to the divisional Stock Trackers.
Process all purchasing source documents in the computerized system and submit daily, weekly, monthly and ad-hoc reports on time.
Solving all purchasing queries raised by Suppliers or Internal Customers within standard time frames and ensuring cordial business relations are maintained.

Skills and Competencies:

Knowledge of sourcing & procurement techniques as well as a dexterity in ‘reading’ the market,
Internal customer & supplier relationships,
Market knowledge of suppliers of goods/services,
Results driven & strategic planning,
Performance productivity management,
Excellent verbal & written communication skills at all level of the business hierarchy,
Time management, detail-oriented and ability to manage a business by the numbers,
Innovative thinking and ability to solve simple & complex problems with the target to achieve set goals.
Management experience to include excellent supervisory, leadership capabilities, & mentoring skills
Strong communication and negotiations skills
Good analytical and strategic thinking
Knowledge of ERP systems,

Computer proficiency:

Excellent computer skills, particularly Microsoft Excel, and experience with Sage Evolution

Salary:

Location:

Experience:

Minimum of 5 years’ relevant experience in an agricultural, transport and distribution environment and should have a proven track record of implementing strong internal controls.

Qualifications:

The ideal applicant should possess the following minimum qualifications
Degree or Diploma in Business Management; Economics; Purchasing and Supply Chain management or any related field.
5 years relevant experience (Procurement Officer or Procurement Manager) in FMCG sector with exposure to management of profit-center FMCG operations.

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