Job vacancy Purchasing Manager

Job Description:

Purchasing Manager


Purpose & Objective
Obtain optimal value for the Company by leading strategic procurement of quality goods and services. Use understanding of the complete value chain to identify appropriate value-added opportunities and then develop and execute strategies. Strategies include, but are not limited to, optimization of pricing, payment terms and credit limits, pursuit of new suppliers and identification of alternative options for goods and services. Must also monitor and review existing purchasing systems, vendor performance and to develop new solutions and optimize internal systems to support the value creation objective.

Summary of Key Result Areas and Main Duties:

CUSTOMER SERVICE RESPONSIBILITIES:

The holder of this job position is responsible for directly serving the following customers:

INTERNAL CUSTOMERS /EXTERNAL CUSTOMERS
• All Departments
• Vendors
• Shippers, Haulers, Courier Companies
• Designated Co-pack Partners
• Customs & Regulatory Agencies

PURPOSE & KEY RESULT AREAS:

KEY PERFORMANCE INDICATORS Impacted by the employees performance (could be individual or departmental)

• Monthly Cost savings (goods and services)
• No. of Vendors with Improved credit terms
• No. of Vendors with Improved credit limits
• No. of Successful Invitation to Tender/Bid exercises completed.
• Achievement of targeted cost savings annually
• Raw Material On Time and In Full (order placement to arrival)
• Purchase Price Compliance (based on updated and negotiated pricing)
• • Establishment of Vendor Supply Agreements
• Vendor Performance Scorecard
• Freight Cost Tracking and Reporting
• Open Purchase Order Aging
• Open Purchase Requisition Status
• Number of Confirmatory Orders

COST REDUCTION :

• Analyze historical and projected expense data across Company to identify cost reduction strategies and create Procurement Plan for execution.
• Partner with internal stakeholders to obtain accurate information for strategic sourcing
• Lead negotiations with identified vendors or for groups of items as established in Procurement Plan to achieve targeted saving levels, better payment terms or increased credit limits.
• Actively pursue new vendors to create new options for supply at optimal pricing
• Manage freight costs (inclusive of routine and priority) to optimize landed costs per item
• Work with internal stakeholders to implement better planning processes to support optimal buying frequency and quantities.

PROCUREMENT SYSTEM MANAGEMENT :

• Align all internal procurement systems to support optimal procurement in accordance with Purchasing Policy on a routine basis.
• Manage procurement system to keep current via monitoring key metrics inclusive of but not limited to:
• Open Purchase Orders
• Open Purchase Requisitions
• Blanket Orders based on Supply Agreements or Contracts
• Optimize timeframe for the generation of an Approved Purchase Order while maintaining transparency and accountability.
• Examine new vendor information prior to approval for creation of new vendors in Procurement System
• Support Finance system by providing required information to support Cash Flow reporting and projections.
• Audit on a routine basis the Vendor information in applicable software for accuracy

RAW MATERIAL PURCHASING:

• Collaborate with Planning Coordinator on a routine basis to provide accurate and timely data for Material Requirement Planning (MRP) Process inclusive of, but not limited to:
• Approved Supplier Status
• Supplier Lead Times and Transit Times
• Minimum Order Quantities and Material Configurations
• Storage considerations/constraints during transport
• Collaborate consistently with Raw Material Warehouse Coordinator on material delivery schedule based on Material Requirement Planning exercise to manage any offload and space constraints.
• Work with Raw Materials Warehouse Coordinator to amend delivery schedules or design contingency plans if required.
• Monitor material delivery schedule on a routine basis with Planning Coordinator and create and execute Mitigation Plan for identified stock risks (over and understock).
• Support Raw Materials Buyer with all information required to optimize cost savings, purchase effectiveness and efficiency.
• Resolve within 45 days all Non-Conformance Reports with Vendors where applicable

VENDOR MANAGEMENT :
• Review and optimize methods for tracking vendor performance.
• Build relationship with Vendors to support their delivery of high levels of service and quality.
• Collaborate with Vendors to assure full regulatory compliance with applicable Trinidad and Tobago laws and guidelines for import of items.
• Monitor all Vendors to ensure that obligations for agreed service level are met.
• Provide formal performance feedback to Vendors on a routine basis.
• Take appropriate formal action for Vendors who do not meet agreed service levels.
• Prepare expense analysis of all vendors to determine suitable candidates and targets for tendering and negotiations.
• Work with Finance Team to ensure smooth flow of vendor payments and quick solution of queries.

EFFECTIVE PEOPLE MANAGEMENT AND LEADERSHIP:
• Perform the full range of Performance Management activities for support staff in accordance with the expected standards, inclusive of taking corrective action for non-performance and recognizing top performers in a timely manner.
• Implement initiatives to enhance/improve the engagement levels within the team.
• Monitor the team’s time and attendance and take corrective action for non-compliance with the required standards.
• Identify the training and learning needs of support staff and recommend /implement appropriate interventions to address identified needs. This includes coaching and provide technical guidance, when required.
• Assist in maintaining the ideal team complement by recommending suitably candidates to fill vacancies in a timely manner.
• Maintain a safe and healthy work environment by establishing, adhering and enforcing standards and procedures for GMP.
• Respond to queries and provide clarification on issues raised by the team on the expected standards of behaviour as outlined in the Employee/Fanatics Best Practice Guidelines (Handbook).

ENTRY REQUIREMENTS & KNOWLEDGE FOR THE JOB:
Formal Education Requirements State the minimum educational standard that is required of an external entrant to this position, if certain education preferred please state it:
• A minimum of a Bachelor's Degree in Supply Chain or Procurement or a related field.
• Recommended Experience - Specialist Knowledge - Certification
• A minimum of 3 years’ experience in a senior role in Purchasing Management and/or Strategic Sourcing with focus on negotiations and networking
• Thorough knowledge of full Value Chain (inclusive of Logistics) and Procurement Systems
• Formal training or at least 3 years’ experience in negotiation strategies

COMPETENCIES AND SKILLS
• Negotiation Skills
• Networking Skills
• Analytical Skills
• Initiative
• Time Management
• Planning & Organizational Skills
• Customer Focus
• Integrity
• Leadership
• People Management
• Adaptable and Flexible
• Strong Presentation Skills
• Strong Oral and Written Communication Skills
• Problem Solving Analysis

FUNCTIONAL COMPETENCIES:
• Supply Agreement and Price Negotiation
• Knowledge of Procurement Management Principles
• Advanced analytical skills
• Food and Beverage Industry Knowledge
• Strong Networking Skills

COMPUTER SKILLS
• Intermediate – advanced level
• Microsoft Dynamics Great Plains would be considered an asset.
• Dexterity in use of Excel is required

JOB RESPONSIBILITIES:
Supervising of two (2) persons

Access to confidential information:

• Department Budgets, Sales Forecasts, Sales trends, Line Configuration, Cost of Goods Sold data and Product design
• Access to or handle company assets
• Laptop
• Need for external communication:
• Vendors, Shipping Agents
• Working conditions:
• Ability to work under stressful circumstances and working additional hours
• PHYSICAL REQUIREMENTS:
• Physical Strength and Agility
• Requires to walk medium distances often during the day

20,000 - 25,000 (TTD)

9 Jun, 2024 (37 days left)