Procurement Officer

We are looking for a Procurement Officer living in the vicinity of Port Louis and Terre Rouge

Duties and Responsibilities:

PURCHASING OF RAW MATS & EQUIPMENTS      

•             Liaise with Supply Chain Officer for analysis of orders & valid purchases with CEO / MD through signed P.O (Purchase Oder)

•             Monitor and process purchases and importation of goods and services.

•             Kick- off of orders must be within the week scheduled.

•             Ensure no disruption or overstocking of goods by requesting in advance.

•             Purchases must be within budget and process only after approval.

•             Prompt decision making and accurate data to be ensured.

•             Ensure TDS, MSDS and updated COA upon delivery. Get last report approved before ordering new products.

EVALUATION OF SUPPLIERS         

•             To source out and compare potential suppliers for equivalent product as per our standards and specifications.

•             Update suppliers list and relevant information required.

•             Add or remove suppliers from list.

•             Rate suppliers as per the following criterias :

1.            Quality

2.            Price

3.            Service 

•             Data must facilitate desicion making under exceptional circumstances.

•             Products must match TDS, price and sample test.

•             All information must be reliable.

•             Minimum rating : 18/30

•             Must meet standard quality and budget

•             To ensure supplier delivers goods and services in the agreed quantities in a timely manner, while observing quality standards.

Logistic & Freight             

•             For goods imports & exports, transporting of products to an overseas market efficiently and competitively is crucial. Using good freight forwarders are very effective, but it is also essential to understand the basics of shipping terms, pricing and documentation.  

•             Establishing a relationship with good freight forwarders is key to build your business.

•             Learning INCO terms is critical as incoterms are crucial to the way freight forwarders quote the prices for delivery so that better evaluation can be carried out.

•             Keep abreast other range of logistic options and become familiar with shipping times, routes and modes.

•             Precise documentation is critical.

Exportation

 •             Check availability of products requested with supply chain and sales dept.

•             Send quotation to customers.

•             Once customer approve quotation, PFI is sent to confirm order.

•             Liaise with forwarder for freight charges and tentative sailing date

•             Cargo is prepared by store

•             Raise Commercial invoice and packing list

•             Set of orginal documents are dispatched by courier.

•             Sales process local invoicing.

•             Send a copy of invoice to A/C dept for payment follow up.            

Sailing date has to be maximum 1 week after order confirmation.

•             Store to provide full cargo details such as :

1.            No. Of Pallets

2.            No. Of cartons

3.            Net. Weight

4.            Gross Weight

5.            Total CBM

6.            Availability of Cargo

•             Product quantity and amount same as PFI

•             Maximum 4 days after shipment date

Customs & Clearing/ Carting

•             Liaise with Ministry of Health and Quality of Life with concerned departments for import permit protocols and submit all required documentations regarding approval to import hazardous goods as per their respective dangerous classification code.

•             Compile original docs pertaining to importation and submit to custom broker.

•             Do follow up for release of cargo

•             To arrange inland transportation of goods to warehouse. •             Delivery to store: Maximum 5 days from date of arrival in port.

UPDATE & DATA HANDLING         •             Posting receipts/services as per Goods Received Note (GRN)

•             GRN to be verified from following depts :

1.            Procurement

2.            Store

3.            Lab/ Production

4.            CEO

5.            A/C

•             Ensure all supporting documents pertaining to import orders are eventually filed and sent to archives.

•             Perform general clerical duties such as maintaining files, replying mails & follow up.               •             GRN/Invoice must be processed within 1 hour of receipt from Store Dept. Pending GRN/ Invoice must be posted before end of every month.

•             Documents must be easily accessible

•             Daily feedback & follow up to be done.

REPORTS & FOLLOW UP

•             To draft weekly plan for all activities related to fleet dept and communicate same 1 week in advance.

•             Report on pending orders/ invoices and any disruption of goods.

•             Keep daily records/ status orders.            

•             Task for next week to be communicated every Saturday.

•             Information must be up to date.

•             Report any disruption to CEO along with preventive action.

•             To attend MANCO meeting, sort out queries & solve issues for all depts as per their respective requirement related to procurement dept.

IMPORT STATUS REPORT              

•             To provide weekly report             

•             Budget control is fully integrated and expenditures are well recorded.

•             Finance department can evaluate the available budget for both planned purchases and actual purchases as well as throughout the budget cycle can make any adjustments that are required, in the form of budget revisions or transfers.

•             To ensure payment of overseas suppliers on their due dates.

Requirements:

HSC

Computer Literate