Procurement Executive NEW

The Procurement Executive is responsible for managing procurement activities, including supplier relationships, sourcing, and purchasing, to ensure the timely acquisition of goods and services that meet the organization’s quality, cost, and delivery objectives. This role involves preparing RFQs, negotiating contracts, maintaining master data in ERP systems, and ensuring compliance with procurement policies. The Procurement Executive supports the organization’s strategic goals by optimizing procurement processes and fostering strong supplier partnerships.

Key Responsibilities:

Procurement Operations:

• Prepare and issue Requests for Quotations (RFQs) and bidding invitations to pre-approved suppliers.
• Review and analyze supplier proposals, ensuring compliance with quality, cost, and delivery requirements.
• Initiate Local Purchase Orders (LPOs) and oversee the purchase of goods, equipment, services, and supplies.
• Monitor procurement budgets and ensure purchases align with the organization’s financial objectives.
• Ensure accurate and timely documentation of all purchasing activities, adhering to audit and compliance requirements.

Supplier Management:

• Research, evaluate, and recommend prospective suppliers based on quality, reliability, and reputation.
• Negotiate pricing, delivery terms, and contracts with suppliers to secure the best value.
• Maintain strong business relationships with suppliers to ensure cost-effective and high-quality supply chains.
• Regularly assess supplier performance and address any issues related to quality, delivery, or pricing.

Master Data and ERP Management:

• Maintain and update supplier master data and predefined item master data in the ERP system.
• Enter new supplier and item data into the ERP system, ensuring accuracy and consistency.
• Monitor and improve data integrity in the procurement database for seamless operations.

Compliance and Policy Adherence:

• Follow and enforce the organization’s procurement policies and procedures.
• Ensure all procurement activities comply with legal and regulatory standards.
• Maintain a well-organized system for storing procurement documents and transaction records.

Cost Optimization and Market Research:

• Conduct market research to identify cost-saving opportunities and alternative suppliers.
• Develop and implement strategies to optimize procurement costs without compromising quality.
• Analyze market trends to anticipate price fluctuations and recommend cost management strategies.

Process Improvement:

• Continuously evaluate procurement processes to identify areas for improvement and efficiency.
• Recommend and implement innovative solutions to enhance procurement practices.

Industry Specific Requirements:

• Acknowledge procurement requests related to aquaculture production (e.g., hatchery supplies, feed, equipment) within 24 hours.
• Ensure accurate documentation for aquaculture-related purchases, including health certificates, sustainability certifications, and compliance documents required for export.
• Ensure proper inspection of farm supplies upon delivery, focusing on the condition of perishable or sensitive items like live oyster batches or water testing chemicals.
• Ensure compliance with marine safety regulations and environmental health standards during procurement activities.
• Report any HSE incidents related to the procurement of hazardous materials, such as fuel, chemicals, or marine equipment.
• Maintain service records for aquaculture machinery such as boats, outboard engines, and Hatz engine power packs used in oyster farm operations.
• Monitor inventory levels of essential items like farm consumables, packaging materials, and safety equipment for marine operations.

Requirements:

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.
• 3–5 years of experience in procurement, preferably within the aquaculture, seafood, or agriculture industry.
• Hands-on experience with ERP systems (e.g., SAP, Oracle, Sage) for procurement management.
• Professional certifications such as CIPS (Chartered Institute of Procurement & Supply) or CPSM (Certified Professional in Supply Management) are an advantage.
• Deep knowledge of procurement processes, supplier evaluation, and contract negotiation.
• Proficiency in ERP systems and procurement software for managing supplier and item master data.
• Strong skills in Microsoft Office Suite, especially Excel for data analysis and reporting.
• Strong problem-solving skills for addressing supply chain and procurement challenges.
• Excellent verbal and written communication skills for negotiating with suppliers and collaborating with internal teams.
• Strong interpersonal skills to maintain and strengthen supplier relationships.