Purchasing Supervisor

I. JOB SUMMARY

The Purchasing Supervisor is responsible for overseeing the end-to-end procurement process, ensuring timely, efficient, and cost-effective acquisition of goods and services. This role leads the Purchasing Team, manages supplier relations, ensures proper documentation, supports sales operations, and drives continuous improvement in procurement workflows while ensuring compliance with company policies and regulatory requirements.

II. DUTIES AND RESPONSIBILITIES

A. Leadership and Team Coordination

• Lead and supervise the Purchasing Staff to ensure efficient procurement operations.
• Provide clear instructions, expectations, and guidance to team members.
• Foster a collaborative and positive team environment, addressing concerns promptly.
• Conduct regular team meetings to communicate goals, priorities, and updates.
• Mentor team members and provide professional development opportunities.
• Conduct performance evaluations and give constructive feedback.
• Create, review, and update procurement policies and procedures.
• Prepare the department's annual budget plan.

B. Procurement Operations

• Oversee the creation of coversheets for cost center allocation and finance control numbers.
• Ensure accurate and timely preparation and translation of Purchase Orders.
• Prepare procurement plans and participate in procurement deliberations.
• Develop and implement strategies to optimize procurement efficiency, cost savings, and supplier performance.

C. Supplier Relations and Document Management

Supplier Coordination

• Coordinate with suppliers to secure updates on item availability, order status, and delivery schedules.

Document Safekeeping and Bookkeeping

• Maintain systematic and secure documentation for each project and client.
• Ensure safekeeping of physical and digital documents, maintaining confidentiality and integrity.
• Record document creation, receipt, approvals, updates, and any related actions.
• Maintain a well-organized filing and indexing system for easy retrieval.
• Ensure compliance with document retention policies and regulatory requirements.
• Collaborate with team members and departments to provide access to necessary documents.
• Conduct periodic quality audits on document organization and storage.

D. Sales Support

• Handle purchasing and related requests from Sales (Private Sales, BCD, Government Agencies).
• Monitor sales of Deltaplus items and coordinate requests for performance bonds for government projects.
• Provide after-sales support including documentation monitoring until voucher creation in Accounting.

E. Reporting

• Prepare progress reports for both private clients and government agencies.
• Submit weekly reports including:
• Government project monitoring
• Sales monitoring
• Pending POs for private clients
• Projected procurement plans
• Ensure junior staff submit accurate and timely reports.

F. Mastery of Process Flow

• Maintain mastery of the procurement process, related policies, and regulatory requirements.
• Train team members and ensure full compliance with the established procurement workflow.

G. Vacancy Coverage

• Perform duties of junior purchasers during their absence to ensure uninterrupted operations.

H. Process Flow Optimization

• Lead and initiate process improvement efforts to enhance procurement efficiency.
• Encourage team members to identify gaps and recommend improvements.
• Implement approved enhancements and monitor effectiveness.

I. Continuous Improvement

• Participate actively in process improvement activities and strategic initiatives.
• Stay updated on procurement best practices and industry trends.
• Conduct regular performance reviews and provide actionable feedback.

J. Other Duties

• Perform other related tasks as assigned from time to time.

III. QUALIFICATIONS

Education:

• Bachelor's Degree in Business Administration, Supply Chain Management, or any related field.

Experience:

• At least 3–5 years of relevant procurement experience, with at least 1 year in a supervisory capacity.

Skills & Competencies:

• Strong leadership and team management skills
• Excellent negotiation and supplier management skills
• Knowledge of procurement processes, documentation, and compliance
• Analytical and problem-solving abilities
• Strong organizational and document management skills
• Proficiency in MS Office and relevant procurement systems
• Good communication and interpersonal skills

IV. WORKING CONDITIONS

• Office-based with occasional fieldwork or supplier coordination visits.
• May require extended hours based on operational needs.

Job Type: Full-time

Benefits:

• Company Christmas gift
• Health insurance
• Life insurance
• Promotion to permanent employee