Procurement Specialist

**Procurement Specialist - (Supervisor)**

**Job Summary**:
The Procurement Specialist will oversee all activities related to the procurement of goods, ensuring the effective management of sourcing, purchasing, supplier negotiations, stock control, and

quality assurance from order placement to stock receipt and warehouse transfer. The specialist will be responsible for optimising supplier performance, controlling costs, improving procurement

processes, and ensuring that inventory levels meet business needs through strategic purchasing and supplier management.

This role requires a keen eye for detail, strong negotiation skills, and the ability to manage multiple procurement tasks in a fast-paced environment.

This job description outlines the key responsibilities and qualifications for a **Procurement Specialist** responsible for overseeing the entire procurement cycle, ensuring smooth operations from

supplier sourcing to stock arrival, while continuously improving procurement processes and supplier relationships.

**Key Responsibilities**:
**1. Sourcing and Supplier Management**
- **Sourcing and New Suppliers**: Proactively identify, evaluate, and onboard new suppliers to ensure a competitive supplier base.
- **Supplier Evaluation and Relationship Management**: Establish and maintain strong relationships with suppliers. Engage with suppliers to negotiate terms, manage performance, and resolve

any issues or delays.
- **Supplier Performance Reporting**: Track and assess supplier performance, including lead times, product quality, pricing accuracy, and delivery reliability. Provide regular reports to management.
- **Supplier Escalations and Negotiations**: Engage in bulk volume negotiations and handle escalations for delays or supply issues to ensure business continuity.

**2. Product Assessment and Quality Control**
- **New and Amended Product Assessment**: Review and assess new or amended products before ordering to ensure they meet company standards and requirements. Collaborate with internal teams for product approval.
- **Quality Control**: Oversee and implement quality control procedures to ensure incoming stock meets quality standards and specifications. Work closely with the Warehouse team to resolve any quality issues.
- **Enhancing Inventory Information**: Continuously enhance inventory items by updating supplier-related data such as preferred suppliers, supplier codes, product pricing, and relevant product details.

**3. Purchase Order Management and Oversight**
- **Purchase Order Placement**: Oversee and manage the placement of purchase orders (POs) to ensure best pricing, correct supplier selection, and fastest lead times. Confirm that orders are in line with

stock requirements, forecasted demand, and budget constraints.
- **Monitoring of Purchase Orders**: Track the progress of orders from placement to receipt, ensuring timely delivery of goods. Address and resolve any supplier delays or issues.
- **Auditing Purchase Prices**: Regularly audit and compare purchase prices against receipt prices, ensuring accuracy and consistency in pricing from suppliers.

**4. Inventory and Stock Management**
- **Stock Monitoring and Reporting**: Generate and implement reports to track stock levels, such as overstock, min/max levels, reorder points, and replenishment needs based on stock movement frequency.
- **Stock Level Assessment**: Regularly assess stock levels to ensure sufficient inventory is available while minimising overstock situations. Work closely with Warehouse teams to maintain optimal stock levels.
- **Forecasting and Special Orders**: Work with the COO to suggest orders for forecasted demand, special projects, or bulk purchase negotiations.

**5. Systems and Process Improvement**
- **Implementing Tracking Systems**: Develop and implement systems or matrices to track similar products, prices, and supplier comparisons, ensuring competitive purchasing.
- **Procurement Procedure Review**: Continuously assess current procurement processes and procedures, proposing improvements to enhance efficiency, accuracy, and cost-effectiveness.
- **Implementation of New Procedures**: Manage the implementation of new, approved procurement procedures to improve departmental performance.

**6. Data Analysis and Reporting**
- **Supplier Performance Reports**: Create detailed reports on supplier performance, tracking key metrics such as lead times, pricing consistency, and delivery accuracy.
- **Procurement Reporting**: Prepare procurement reports related to stock, supplier performance, price variances, and inventory trends to support decision-making.
- **Price Comparison and Matrix Reports**: Implement and maintain price comparison matrices to track price changes, alternative suppliers, and ensure best-value purchasing.

**Key Qualifications**:

- **Education**:

- Bachelor’s degree in **Supply Chain Management**, **Procurement**, **Business Administration**, or a related field.
- Certifications such as **CIPS