Purchasing Officer

Job Purpose

Reporting directly to the Senior Purchasing Manager, the Purchasing Officer under the Purchasing team shall handle the day-to-day purchasing activities for trade/non-trade items, focusing on coordinating orders with suppliers and monitoring deliveries and payments.

Main Duties

PO Issuance to Suppliers

• Ensure timely and accurate conversion of Purchase Requests to Purchase Orders.
• Sending of Purchase Orders to suppliers and ensuring confirmation of orders
• Communicate any changes or adjustments in orders at least two days before to the affected suppliers
• Ensure any concerns on supply are communicated to end-users promptly
• Responsible for reallocating orders to the alternative supplier/s if the main supplier is unable to deliver

Delivery Monitoring

• Daily checking of plotted deliveries and ensuring all scheduled orders arrive on time
• Coordination with suppliers on re-deliveries of delayed or missed deliveries

Payments Monitoring

• Regular coordination with the Finance Team (Accounts Payable) on unpaid invoices to avoid disruptions in deliveries
• Assist in requesting a Statement of Account from all suppliers for the clean-up of pending payables
• Coordinate issues on invoices/delivery reports to suppliers for timely payment processing.

Database Maintenance

• Updates purchasing masterlist,s including list of vendors, ingredients, prices, and payment terms
• Files supplier accreditation requests for all new suppliers

Other duties and tasks as may be assigned.