Purchasing Officer

Qualifications

• Bachelor’s degree in Management, Accounting, Industrial Engineering, Supply Chain Management, Logistics, or a related field.

• Minimum 2 years of experience in Purchasing/Procurement; experience in a manufacturing company is preferred.

• Good understanding of the purchasing process, from Purchase Requisition (PR), quotation, price comparison, Purchase Order (PO), to goods receipt.

• Strong negotiation skills in price, payment terms, lead time, MOQ, and delivery terms.

• Experienced in sourcing and evaluating suppliers/vendors.

• Good understanding of purchasing for raw materials, packaging materials, spare parts, production supplies, and operational needs.

• Proficient in Microsoft Excel/Google Sheets for price comparisons, PO monitoring, and purchasing reports.

• Experience using ERP or Purchasing Systems is an advantage.

• Strong analytical, communication, negotiation, and problem-solving skills.

• Detail-oriented and accurate in reviewing quotations, specifications, quantities, POs, invoices, and supporting documents.

• Able to work with deadlines, high transaction volumes, and changing business priorities.

• High integrity, with strong awareness of procurement ethics, confidentiality, and objective vendor selection.

• Adaptive and able to work effectively in a fast-paced startup environment.

• Proactive and capable of identifying opportunities to improve purchasing processes and achieve cost efficiency.

Key Responsibilities

1. Purchasing & Procurement

• Manage the purchasing process from Purchase Requisition (PR), supplier sourcing, quotation, price comparison, negotiation, to Purchase Order (PO).

• Ensure purchases are made according to approved specifications, budgets, quantities, and required timelines.

• Monitor purchase orders from issuance until goods are received.

2. Supplier & Vendor Management

• Source, evaluate, and develop new suppliers based on the company’s requirements.

• Maintain professional relationships with existing suppliers.

• Negotiate pricing, payment terms, MOQ, lead time, quality, and delivery terms.

• Monitor and evaluate supplier performance based on price, quality, delivery, and service level.

• Follow up and resolve supplier-related issues, including delays, shortages, and product discrepancies.

3. Manufacturing Procurement

• Ensure the availability of raw materials, packaging materials, production supplies, spare parts, and operational requirements.

• Coordinate with PPIC, Production, Warehouse, Finance, and related departments to ensure purchasing requirements are fulfilled on time.

• Monitor material lead times and outstanding POs to prevent disruption to production activities.

• Identify potential stock shortages or supply risks and coordinate appropriate actions.

4. Cost Control & Efficiency

• Monitor market prices and purchasing trends for key materials and supplies.

• Identify opportunities for cost savings through negotiation, alternative suppliers, and purchasing optimization.

• Ensure purchasing decisions consider price, quality, lead time, and total cost, rather than price alone.

• Monitor purchasing activities against the approved budget and company policies.

5. Documentation & Reporting

• Maintain complete and accurate purchasing documentation, including PR, quotation, quotation comparison, PO, delivery documents, and supporting documents.

• Maintain accurate purchasing data in the company’s system.

• Prepare regular reports covering outstanding POs, purchasing value, supplier performance, and cost savings.

6. Coordination & Process Improvement

• Coordinate with PPIC, Production, Warehouse, Finance, Accounting, and requesting departments regarding purchasing requirements.

• Resolve purchasing, supplier, delivery, quality, and documentation issues.

• Identify opportunities to improve purchasing processes to make them more efficient, controlled, and scalable.

• Perform other duties related to Purchasing/Procurement as required by the company.