Purchasing Officer

Job Purpose Summary

The Purchasing Officer will co-ordinate the Purchasing Process & Manage the Product Master Data relevant to Purchasing. This role will be responsible for a portfolio of vendors. The role will liaise with the vendors and internal stakeholders to help maintain inventory levels to support sales requirements, while meeting financial goals.

Role Responsibilities

• Collaborating with the Demand Planning and Commercial teams to initiate MRP runs in SAP ensuring that forecast planning dates are taken into consideration as well as vendor delivery windows 
• Liaise with the Demand Planning and Commercial teams to ensure all generated PO’s meet the demand of our key customers. 
• Due diligence checks on requests for Manual Purchase Orders to avoid over ordering
• Place purchase orders on Vendors following their specific purchasing procedure and ensuring all relevant information is included 
• Ensure financial charges associated with shipments across various regions are included on the PO and calculated correctly, such as duty and freight 

Additional Responsibilities

• Liaise with the various departments to get the necessary sign-off prior to PO release 
• Liaise with couriers and vendors as well as the warehouse to schedule and manage deliveries 
• Management of product master data in the system for category’s, status, minimum order quantities & MRP Types
• Management of Vendor Price List changes to ensure correct Vendor Pricing is held in SAP
• Management of Vendor Price List changes on all open Purchase Orders
• Daily management of the Purchasing Mailbox in Teamwork Desk dealing with vendor and sales queries within the required SLA's
• Investigate and resolve disputes with vendors over pricing issues, delivery SLA’s etc 
• Ensure inventory levels are enough to maintain customer service while meeting financial objectives
• Monitor purchase order delivery dates and acknowledgements to ensure accurate information is maintained in SAP
• Monitor shipments to proactively highlight potential stock issues
• Create Sales and Inventory Reporting using the tools available such as Qlikview and Excel
• Understand the fundamental concepts associated with Moving Average Price (MAP) Calculations
• Investigate and solve MAP issues where calculations are not as expected
• Triggering and calculating MAP corrections when highlighted issues have occurred
• Assist with the Management of Aged Stock by monitoring the Non-Invoiced Products Reports & Transferring Stock if necessary
• Management of the Stock Transfer process – validate the stock transfer and initiate the process
• Approval of STO orders
• Release of Purchase Orders in SAP within Approval Authorisation parameters
• Coaching & Training of new Team Members & Purchasing Administrators
• Support the Purchase Administrators day to day & be the first point of escalation for Purchasing Issues
• Collaborate with all Departments involved in the Purchasing Process including Demand Planners, Product Managers, Inbound and Accounts Payable to ensure a clean process end to end & to resolve any issues in a timely manner
• Strong communication skills to manage direct relationships with vendors and sales teams on pricing, acknowledgements and ETA’s.
• Ability to identify financial charges associated with shipments across various regions duty, freight etc
• Ability to multi-task and understand several vendor procedures as well as the commercials associated with that vendor
• Ability to work in a fast-paced environment and prioritise tasks accordingly 
• Ability to work as part of a team liaising with your colleagues to ensure all tasks are carried out
• Problem solving to help in query resolution and other pricing issues
• Flexible with time and adaptable to change 
• Excellent attention to detail
• Negotiation Skills

Skills & Personal Attributes

Key Traits