Accountant & Purchase

Job Description:

    The Purchase Division is responsible for procuring goods and services necessary for the company’s operations. This includes identifying and selecting suppliers, negotiating contracts, and ensuring timely delivery of quality products and services at competitive prices. The role requires strong negotiation, analytical, and supplier relationship management skills to optimize costs and support operational efficiency.

Key Roles and Responsibilities:

1. Supplier Sourcing and Selection
2. Identify, evaluate, and select suppliers based on quality, cost, and reliability.
3. Conduct research to source new suppliers and products that align with company standards.
4. Build and maintain a database of approved suppliers for various categories.
5. Negotiation and Contract Management
6. Negotiate terms and conditions, pricing, and delivery timelines with suppliers to ensure favourable terms.
7. Draft and manage purchasing contracts, ensuring all terms are clear, enforceable, and protect the company’s interests.
8. Renew and renegotiate contracts periodically to meet evolving business needs.
9. Purchase Order Management
10. Create and manage purchase orders, ensuring they meet company policies and procurement procedures.
11. Track order status, monitor delivery timelines, and follow up with suppliers to ensure timely and accurate order fulfillment.
12. Coordinate with internal departments to clarify order details, specifications, and requirements.
13. Inventory and Stock Management
14. Monitor inventory levels and manage reorder points to prevent stockouts or overstock situations.
15. Work closely with warehouse and inventory teams to ensure efficient stock management and product availability.
16. Conduct regular inventory audits and assist in forecasting demand to optimize purchasing schedules.
17. Cost Management and Budgeting
18. Develop and implement cost-saving strategies while maintaining product quality standards.
19. Regularly analyze purchase expenditures and make recommendations for cost reductions.
20. Assist in setting and managing the purchasing budget, tracking expenses, and reporting cost variances.
21. Supplier Relationship Management
22. Build and maintain strong relationships with suppliers to ensure long-term reliability and quality.
23. Resolve issues related to delivery, quality, or service with suppliers, ensuring minimal disruption to operations.
24. Conduct periodic performance reviews with suppliers, providing feedback to enhance quality and efficiency.
25. Quality Control and Compliance
26. Ensure all purchased goods and services meet the company’s quality standards and specifications.
27. Collaborate with quality control teams to inspect goods and handle any discrepancies or rejections.
28. Ensure compliance with legal, environmental, and industry regulations in all purchasing activities.
29. Risk Management
30. Identify potential supply chain risks (e.g., shortages, price volatility) and develop strategies to mitigate them.
31. Monitor market trends and changes in supplier conditions that could impact supply or costs.
32. Diversify supplier base to reduce dependence on single suppliers and ensure continuity in supply.
33. Data Management and Reporting
34. Maintain accurate records of all purchase orders, contracts, supplier information, and inventory data.
35. Prepare regular reports on purchasing metrics, such as cost savings, supplier performance, and order accuracy.
36. Use data to track KPIs and assess the performance of the purchasing function.
37. Process Improvement
38. Continuously assess and improve purchasing processes for efficiency, accuracy, and cost-effectiveness.
39. Implement procurement best practices and leverage technology to streamline purchasing operations.
40. Coordinate with cross-functional teams to improve communication, reduce lead times, and meet organizational goals.