Procurement Specialist

JOB TITLE

Procurement Specialist

DEPARTMENT

Procurement

MAIN PURPOSE OF JOB AND OBJECTIVES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The Procurement Specialist is to ensure that the company receives best value for money from its suppliers. This includes purchase orders are maintained in line with MRP suggestions. That materials are provided on time, to cost and at the specified quality and quantity. This position also ensures obsolescence and wastage are prevented on a regular basis by continuously monitoring and amending demand levels in line with exception reports.

KEY DUTIES

• Prepare and send out RFQs (Request for Quotation) to supply base.
• Using benchmarking techniques, identify & introduce competition into the company supply base, evaluate responses from suppliers and select most competitive suppliers for order placement.
• Ensure that new suppliers are appraised through relevant quality approval & evaluation system prior to inclusion on the company’s approved vendors list.
• Ensure supplier adherence to SLA conditions & terms and conditions of purchase.
• Work with existing suppliers to develop continuous improvement programs to improve quality, reduce purchase cost and rationalize supply base.
• Run MRP exception reports on a regular basis. Ensure that appropriate actions are taken to prevent shortages whilst also eliminating overstocking situations, by following & interrogating MRP exception data.
• Calculate and distribute demand forecasts to supply base in line with master schedule requirements monthly.
• Highlight any shortages & potential shortages as and when they occur via company shortage report mechanism and via regular attendance at relevant meetings.
• Develop and improve communication and relationship with the company’s supply base to ensure service level expectations are achieved. Assist goods inwards personnel with any purchase order receipts queries.
• Assist finance with any invoice queries.
• Expedite delivery of critical components, in line with purchase order & schedule requirements.
• Assist in the compilation of supplier performance reports by measuring actual v supplier acknowledged delivery via MRP system.
• Conduct regular face to face meetings with suppliers to increase the company's profile in the marketplace, improve communication and service levels.
• Contribute to the continuous improvement & development of the procurement function by constantly challenging processes and through idea generation on a regular basis. Maintain awareness of the relevance and importance of activities performed and how they contribute to the achievement of quality objectives.

COMPANY

REQUIREMENTS

Must work within requirements of company handbook and policy statements.

Note: Company Handbook, Policy Statement and Authorization of Limits do not form part of the quality system

QUALITY

REQUIREMENTS

1. Maintain awareness of the relevance and importance of activities performed and how they contribute to the achievement of quality objectives.
2. Work within the QMS always, ensure accurate completion of records and highlight issues to immediate supervisor any issues affecting quality.
3. Responsible to ensure facility, processes and documentation always remain in a state of audit readiness.

QUALIFICATIONS & EXPERIENCE

• Maintain awareness of the relevance and importance of activities performed and how they contribute to the achievement of quality objectives.
• Work within the QMS always, ensure accurate completion of records and highlight issues to immediate supervisor any issues affecting quality.
• Responsible to ensure facility, processes and documentation always remain in a state of audit readiness.
• Good communication and diplomacy skills
• Must be self-directed, hand-on and with proven ability to meet business objectives and deadlines.
• Must be detail oriented with excellent organizational and time management skills.
• Strong quality-orientation with attention to detail to identify compliance issues.
• Strong influencing and interpersonal skills and the ability to work well with others in a proactive and constructive manner.
• Is customer oriented and treat others in a professional and courteous manner.
• Associate degree or equivalent experience preferred.
• Working knowledge of large, fully integrated MRP/ERP system such as SAP, a plus
• Experience working in an FDA regulated environment is preferred.
• Proficient in Microsoft Office Word, Excel, PowerPoint, and Outlook
• Minimum of 1 year experience in purchasing field