Purchasing Officer

Position Overview
The Purchasing Officer is responsible for managing the organization's purchasing and supply chain activities to ensure the timely acquisition of goods and services at the best possible cost, quality, and delivery terms. The role involves supplier sourcing, contract negotiation, inventory monitoring, and ensuring compliance with company procurement policies and regulatory requirements.
Key Responsibilities:
1. Procurement Planning and Needs Assessment
• Identify organizational procurement requirements by coordinating with different departments to understand operational needs.
• Develop procurement plans and schedules to ensure timely acquisition of goods, materials, and services.
• Ensure all procurement activities align with company policies, procedures, and approved budgets.
2. Supplier Sourcing and Relationship Management
• Identify, evaluate, and select reliable suppliers based on price, quality, service, and delivery performance.
• Conduct supplier research, request quotations, and evaluate supplier proposals.
• Build and maintain strong relationships with vendors to ensure reliable supply and favorable terms.
3. Purchase Order Management
• Prepare, review, and issue purchase orders ensuring accuracy of item descriptions, quantities, pricing, and delivery timelines.
• Track and monitor purchase orders from issuance to delivery to ensure timely fulfillment.
• Coordinate with suppliers and internal departments to resolve discrepancies or delivery issues.
4. Contract Management
• Develop and negotiate supplier contracts, ensuring favorable pricing, service levels, and delivery terms.
• Monitor supplier compliance with contractual agreements and resolve contract-related issues.
• Maintain proper documentation and records of supplier agreements and procurement transactions.
5. Inventory Monitoring and Control
• Monitor inventory levels to ensure adequate stock availability while avoiding overstocking.
• Coordinate with warehouse and operations teams to track stock movement and consumption patterns.
• Implement strategies to optimize inventory turnover and minimize wastage or stock shortages.
6. Cost Management and Savings Initiatives
• Identify opportunities to reduce procurement costs without compromising product quality and service standards.
• Negotiate competitive pricing, bulk purchase discounts, and favorable payment terms with suppliers.
• Implement cost-reduction strategies and continuously evaluate procurement efficiency.
7. Compliance and Documentation
• Ensure procurement processes comply with company policies, procedures, and relevant regulatory requirements.
• Maintain accurate procurement records, including purchase orders, contracts, supplier documentation, and invoices.
• Support internal and external audits by providing necessary procurement documentation.
8. Stakeholder Coordination
• Collaborate with internal departments to understand procurement needs and provide cost-effective purchasing solutions.
• Communicate procurement updates, delivery timelines, and supply issues with relevant stakeholders.
• Provide support in resolving procurement-related concerns across departments.
9. Monthly Supplier Reconciliation and Reporting
 Coordinate with the Finance & Accounting team to ensure supplier invoices, delivery records, and purchase orders are complete and accurate for monthly closing.
 Prepare and maintain monthly purchase reports, including purchase quantities, amounts, suppliers, and outstanding deliveries.
 Reconcile supplier statements with purchase records and invoices, and follow up on any discrepancies.
 Submit complete supporting documents to the Finance & Accounting team on time to facilitate monthly supplier payment processing.
 Maintain accurate and up-to-date records of ingredient purchases, supplier information, pricing, and payment terms.
10. Cross-functional Coordination
 Work closely with the kitchen, operations, and Finance & Accounting teams to ensure purchasing requirements, delivery schedules, and documentation are properly coordinated.
 Follow established purchasing and approval procedures and ensure all purchases are supported by appropriate documentation.