Procurement Representative

Position Overview

We are seeking a highly motivated and detail-oriented Procurement Representative to join our dynamic team. In this pivotal role, you will be responsible for managing the end-to-end procurement process, from sourcing suppliers to ensuring timely delivery of goods and services. Your expertise in supplier negotiations, cost analysis, and procurement compliance will be instrumental in driving operational efficiency and cost savings for our organization. The ideal candidate will possess a strong analytical mindset, exceptional communication skills, and a proven track record in procurement or supply chain management.

Key Responsibilities

As a Procurement Representative, your core responsibilities will include:

• Purchase Request Management: Receive and review purchase requests to ensure all specifications, requirements, and documentation are complete, accurate, and compliant with company policies.
• Supplier Identification & Relationship Management: Identify and evaluate potential suppliers, establish and maintain strong professional relationships with both existing and new vendors to secure reliable and high-quality sourcing options.
• Quotation & Negotiation: Obtain competitive quotations from suppliers, conduct thorough price comparisons, and negotiate favorable pricing, discounts, and commercial terms to achieve cost-effective purchasing decisions.
• Purchase Order Execution: Prepare and issue purchase orders, monitor order status, and follow up with suppliers to ensure timely delivery and receipt of goods at designated warehouses.
• Issue Resolution & Corrective Actions: Address and resolve issues related to non-conforming or defective materials, coordinate corrective actions with suppliers, and implement preventive measures to mitigate future risks.
• Supplier Performance & Evaluation: Conduct regular supplier site visits and vendor evaluations to assess performance, compliance, and service quality, ensuring alignment with company standards.
• Procurement Reporting & Process Improvement: Prepare and submit detailed procurement performance reports, highlighting challenges, trends, and opportunities for process optimization and cost savings.
• Compliance & Budget Management: Ensure all procurement activities adhere to company policies, regulatory requirements, and approved budgets while identifying opportunities for operational efficiency and cost reduction.
• Market & Trend Analysis: Monitor industry trends, supplier performance metrics, and market dynamics to proactively identify sourcing opportunities, mitigate risks, and enhance strategic procurement decisions.

Requirements

To excel in this role, you must meet the following qualifications:

• Education: A Diploma in Business Administration, Accounting, Supply Chain Management, or a related field. Candidates holding a High School Diploma with a minimum of 6 years of relevant procurement or supply chain experience will also be considered.
• Experience: A minimum of 4 years of hands-on experience in procurement or supply chain activities for Diploma holders, or 6 years for High School Diploma holders, with a proven track record in vendor management and purchasing operations.
• Technical Proficiency: Familiarity with ERP systems and electronic procurement platforms is highly desirable. Strong working knowledge of Microsoft Office applications, particularly Excel, is essential for data analysis and reporting.
• Core Competencies:
  • Expertise in procurement processes, supplier management, and purchasing procedures.
  • Exceptional negotiation, communication, and interpersonal skills to build and maintain strong supplier relationships.
  • Analytical mindset with the ability to evaluate quotations, compare supplier offers, and make data-driven purchasing decisions.
  • Strong organizational and time-management abilities to handle multiple procurement requests efficiently under tight deadlines.
  • Attention to detail and problem-solving skills to address discrepancies and ensure compliance with contractual terms.
• Language Proficiency: Fluency in English is required for reviewing quotations, contracts, and commercial correspondence with precision and clarity.

Preferred Skills & Competencies

While not mandatory, the following skills and competencies will enhance your candidacy:

• Experience in cost analysis and budget control to optimize procurement spend.
• Knowledge of purchase order management systems and workflow automation tools.
• Proficiency in market research and trend analysis to identify cost-saving opportunities.
• Strong reporting and analytical skills to present procurement insights and recommendations to stakeholders.