1.         Role & Responsibilities

1.1    Duties

Procurement

-        Request for quotation from different suppliers & comparison of prices.

-        Prepare and issue Purchase Orders on ERP.

-        Follow-up approval of Purchase Orders based on Approval Matrix.

-        Liaise with the Accounts Department to follow up on payment.

-        Liaise with Clearing Department for clearance of goods for import, export and clearance.

-        Liaise with suppliers for prompt delivery of goods.

-        Negotiate with suppliers for better prices and terms of payments.

-        Negotiate rates and terms with transportation providers (trucks, ocean carriers, and air freight providers).

-        Identify optimal shipment and transportation routes.

-        Assist customer on any logistic/procurement issues.

-        Maintain records of goods ordered and received.

-        Ensure appropriate items ordered are delivered as per purchase orders.

 

Stock and Order Management

-        Prepare detailed reports on inventory operations, stock levels, and adjustments.

-        Place orders to replenish stock avoiding shortages and or over stocking.

-        Prepare orders in a timely manner within budget.

-        Negotiate with supplier for best deal prior to issuance of PO.

-        Raise and issue Purchase Orders as applicable.

-        Follow up on receipt of orders from suppliers.

-        Track shipments and address any delays.

-        Record deliveries and shipments to reconcile inventory.

-        Record and report for any stock discrepancies.

-        Liaise with supplier for any order discrepancies.

-        Liaise with suppliers to place orders for products/materials.

-        Collaborate with colleagues for timely stock transfers and other related activities.

-        Ensure that proper stock control measure is in place for Contracting Department and Service Centre.

-        Ensure that a consolidated tracking sheet for all ongoing order is constantly updated and shared with the operations team to keep all parties involved always informed of the order status.

 

Office Duties

-        Initiate best practices and standards in providing administrative assistance to the Department.

-        Maintain an easily identifiable Document Control system both electronically and in files, applying the Nomenclature Procedure.

-        Maintain adequate stock of required stationeries for the department.

 

Please note that these should be interpreted as examples of the work and are not necessarily all-inclusive. He/She may perform other related duties as assigned.

 

2.          KEY PERFORMANCE INDICATORS (KPIs)

Procurement

-        Purchase order accuracy.

-        Economies of scale.

 

Stock and Order Management

-        Reorder level.

-        Stock Discrepancy.

-        Ageing Stock Level.

-        At least 2 stocks taking per year.

-        Inventory turnover rate.

 

Office Duties

-        Accuracy in petty cash reconciliation.

-        Availability of information at fingertips.

 

Quality Assurance

-        Number of non-conformities.

 

Data Protection

-        Number of Data Breach.

 

Health & Safety

-        Number of incidents.

-        Number of accidents.

-        Number of near misses.

Please note that the above KPIs are generic and shall be reviewed during the Performance Appraisal.

1.         KNOWLEDGE, SKILLS and ATTITUDE

1.1    Knowledge of, Skill in & Attitude to:

-        Good knowledge of M&E tools / tools management.

-        Knowledge of data entry, database management, and reporting.

-        Good understanding of products and product trends.

-        Good verbal and written communication in both English and French.

-        Proficient with Microsoft Office Suite or related software.

-        Ability to build long-lasting relationships with suppliers.

-        Ability to negotiate well and ensure that all purchases comply with company standards.

-        An analytical, problem-solving personality.

-        Ability to manage time and deadlines.

-        Ability to work flexible hours.

-        Organised and meticulous.

-        Being a team player for continuous collaboration.

2.         qualifications & Experience

-        Holder of a Higher School Certificate or a Diploma in Procurement or Supply Chain & Logistics.

-        At least 2 years’ experience in a similar role.

3.         GENERIC KEY RESULTS AREA (KRAs)

3.1    Quality Assurance

-        Adhere to Policies applicable Processes and Procedures.

3.2    Data Protection

-        Adhere to all related Data Protection Policies and Procedures found on the Intranet.

3.3    Health & Safety

-        Adhere to Health & Safety Policy and Procedures.

3.4    Human Resources

-        Adhere to Employee Manual, company rules & regulations, HR protocols, Processes and Procedures.

-        Participate in Disciplinary Committee/grievance as required, whenever required.

-        Participate in welfare activities.