Procurement Manager

Job Description: Procurement ExecutiveDepartment: Procurement / Purchase

Job Title: Procurement Executive

Experience: 2–5 years (preferred)

Location: [Insert Location]

Employment Type: Full-time

About the RoleWe are looking for a proactive, commercially minded, and result-oriented Procurement Executive who can manage the complete purchasing process efficiently, from identifying requirements and sourcing suppliers to negotiating prices, coordinating deliveries, and ensuring timely availability of materials.

The ideal candidate will understand that procurement is not just about placing purchase orders. It is about getting the right quality, at the right price, from the right supplier, at the right time—while protecting the company's cost, quality standards, and business interests.

We need someone who takes ownership, thinks ahead, solves problems independently, and follows every purchase until closure.

• Key Responsibilities1. Sourcing & Vendor ManagementIdentify, evaluate, and develop reliable suppliers and alternative vendor sources.
• Obtain and compare quotations from multiple vendors to ensure competitive pricing.
• Negotiate prices, payment terms, credit periods, delivery schedules, warranties, and other commercial terms.
• Build long-term vendor relationships while maintaining healthy commercial competition.
• Maintain an updated vendor database with pricing, lead times, capabilities, and performance records.
• 2. Purchase Planning & ExecutionUnderstand internal purchase requirements and convert them into timely purchase actions.
• Raise and manage purchase orders with accurate specifications, quantities, rates, and delivery terms.
• Ensure materials, products, or services are procured as per approved requirements and budgets.
• Follow up proactively with vendors to ensure on-time delivery.
• Coordinate with internal departments to avoid shortages, delays, and unnecessary purchases.
• Track pending purchase orders and maintain clear visibility of expected deliveries.
• 3. Cost Control & Commercial NegotiationIdentify opportunities for cost savings without compromising quality or delivery.
• Compare quotations on a total-cost basis, including freight, taxes, payment terms, and other applicable charges.
• Challenge unreasonable price increases and negotiate improved commercial terms.
• Maintain historical price records and monitor market price movements.
• Identify opportunities for bulk purchasing, better payment terms, and alternative sourcing where commercially beneficial.
• 4. Quality, Delivery & Problem-SolvingCoordinate with vendors and internal teams to resolve quality issues, shortages, incorrect supplies, and delivery delays.
• Ensure purchased items meet approved specifications and quality requirements.
• Escalate critical supply risks early and propose practical alternatives.
• Coordinate replacement, return, warranty, and claim processes whenever required.
• Take responsibility for closing procurement issues rather than simply forwarding them to others.
• 5. Documentation & ReportingMaintain accurate records of quotations, comparative statements, purchase orders, invoices, delivery documents, and vendor communications.
• Ensure purchases follow company approval processes and procurement policies.
• Track purchase costs, savings, delivery performance, pending orders, and supplier issues.
• Prepare regular procurement reports and maintain transparent documentation for management review.
• 6. Cross-Functional CoordinationWork closely with operations, finance, stores, production, sales, or other relevant departments to understand requirements.
• Coordinate with the accounts team regarding invoice discrepancies, payment terms, and vendor payments.
• Ensure purchasing decisions support business priorities, working capital discipline, and operational continuity.

The Ideal Candidate We WantWe are looking for someone who:

• Has a cost-conscious mindset: Always looks for better value instead of blindly accepting the first quotation.
• Is a strong negotiator: Can communicate confidently with vendors and secure commercially favourable terms.
• Takes ownership: Follows up independently and ensures every purchase reaches closure.
• Thinks ahead: Anticipates shortages, price changes, delivery risks, and supplier issues before they become serious problems.
• Is proactive, not reactive: Does not wait for repeated reminders from management to complete routine responsibilities.
• Is detail-oriented: Checks specifications, quantities, rates, taxes, delivery terms, and documentation carefully.
• Makes decisions using facts: Compares quotations, historical prices, quality, reliability, and total cost before recommending a supplier.
• Communicates professionally: Can handle vendors firmly and respectfully while maintaining good business relationships.
• Is honest and commercially ethical: Maintains transparency in vendor selection, negotiations, approvals, and purchasing decisions.
• Is comfortable with accountability: Can explain purchasing decisions, savings achieved, delays encountered, and corrective actions taken.
• Qualifications & SkillsBachelor's degree or diploma in Commerce, Business Administration, Supply Chain Management, Engineering, or a related field.
• 2–5 years of relevant experience in procurement, purchasing, sourcing, or vendor management.
• Good knowledge of quotation comparison, purchase orders, commercial negotiations, and vendor follow-ups.
• Proficiency in Microsoft Excel, including quotation comparisons, price tracking, and purchase reports.
• Working knowledge of ERP or purchase management systems is an advantage.
• Good written and verbal communication skills.
• Ability to prioritise multiple requirements and work with minimal supervision.

Performance Expectations (KPIs)The candidate's performance will be assessed on:

• Cost savings and measurable commercial improvements.
• On-time delivery and timely closure of purchase requirements.
• Quality and reliability of selected vendors.
• Reduction in avoidable emergency purchases and supply disruptions.
• Accuracy of purchase orders and procurement documentation.
• Vendor responsiveness and resolution of procurement issues.
• Compliance with approved budgets, policies, and authorisation procedures.

Who Should Not Apply?This role may not be suitable for someone who:

• Only collects quotations and places orders without analysing them.
• Accepts vendor pricing without attempting negotiation.
• Requires constant reminders to follow up on pending purchases.
• Blames suppliers or internal teams instead of finding solutions.
• Focuses only on the lowest price while ignoring quality, reliability, and total cost.
• Is careless with documentation, specifications, or commercial terms.
• Is unwilling to take responsibility for decisions and outcomes.

Why Join Us?This is an opportunity for a procurement professional who wants to take ownership, improve purchasing efficiency, build strong supplier relationships, and make a measurable contribution to business performance.

We value people who combine integrity, commercial intelligence, execution discipline, and a problem-solving mindset.

Our expectation is simple: We need someone who does not merely purchase what is requested, but actively protects the company's cost, quality, time, and business interests.