Procurement Executive

The Procurement Executive is responsible for coordinating day-to-day procurement activities to ensure the timely and cost-effective purchase of materials, equipment, and services. The role supports the procurement team by managing purchase requests, supplier communications, purchase orders, delivery follow-up, and procurement documentation while ensuring compliance with company policies and procedures.

Key Responsibilities

·      Identify procurement needs and develop sourcing strategies in line with business requirements.

·      Prepare and issue RFQs, RFPs, and RFIs; evaluate supplier proposals and quotations.

·      Negotiate pricing, terms, and contracts with suppliers to achieve cost savings and value for money.

·      Manage the end-to-end purchase order process, from requisition to delivery.

·      Maintain and build strong relationships with vendors and suppliers.

·      Monitor supplier performance and ensure compliance with agreed KPIs and SLAs.

·      Maintain accurate procurement records, contracts, and supplier databases (ERP: Odoo)

·      Ensure procurement activities comply with company policies, budget, and regulatory requirements.

·      Conduct market research to stay informed of industry trends, pricing, and new suppliers.

·      Coordinate with internal departments (finance, operations, R&D etc.) to align procurement with business needs.

·      Prepare procurement reports, cost analyses, and spend summaries for management.

·      Resolve supply issues, delivery delays, and quality/contract disputes.

·      Prepare inventory analysis reports, including stock levels, safety stock, reorder points, Economic Order Quantity (EOQ), and other inventory KPIs.

·      Calculate and maintain the Total Cost of Ownership (TCO) for all SKUs and ensure all relevant data is accurately updated in the ERP system (Odoo).

·      Coordinate with the Logistics and Warehouse teams to ensure timely shipment deliveries and accurate inventory updates.

·      Prepare and submit the weekly Procurement Department report to the Head of Supply Chain.

·      Develop and maintain the Critical Supplier and Critical Item Matrix to monitor procurement risks and supplier performance.

·      Update and maintain the procurement status across all related documents, ensuring accurate and timely reporting.

Required Skills & Competencies

·      Strong negotiation and supplier management skills.

·      Understanding of manufacturing processes, BOM, and production planning.

·      Proficiency in ERP (Odoo) systems.

·      Advanced proficiency in Microsoft Excel, including data analysis, reporting, dashboards, PivotTables, and advanced formulas.

·      Analytical skills for cost analysis, TCO (Total Cost of Ownership), and spend management.

·      Knowledge of quality standards (ISO, Six Sigma & Lean process exposure a plus).

·      Strong organizational skills with ability to manage multiple SKUs/suppliers.

·      Problem-solving mindset for handling supply disruptions.

Experience

·      5 –7 years of experience in procurement, purchasing, or supply chain coordination.

·      Experience in manufacturing, Aerospace or industrial projects is preferred.

·      Experience working with ERP (Odoo) systems and procurement software.

Qualifications

·      Bachelor's degree in Engineering, Supply Chain Management, Industrial Management, or related field.

·      Proven experience in procurement/purchasing within a manufacturing or industrial environment.

·      Familiarity with lean manufacturing/JIT (Just-In-Time) principles is an advantage.

·      Professional certification (CIPS, CPSM, or APICS/CPIM) is a plus.

Key Performance Indicators (KPIs)

·      Cost Savings Achieved – Total savings vs. budget/previous pricing (%).

·      Total Cost of Ownership (TCO) – Full lifecycle cost per SKU/category, not just purchase price.

·      On-Time Delivery (OTD) Rate – % of orders delivered within agreed timeframe.

·      Number of Approved/Qualified Suppliers – Supplier base diversification and risk mitigation.

·      Supplier Compliance Rate – Adherence to contract terms, documentation, and SLAs.

·      PO Cycle Time – Time taken from requisition to PO issuance.

·      RFQ-to-PO Conversion Time – Time from RFQ issuance to final award.

·      Purchase Order Accuracy – % of POs processed without errors/corrections.

·      Number of POs Processed per Period – Volume/productivity indicator.

·      Inventory Turnover Ratio – How efficiently stock is used/replenished.

·      Stockout Rate – Frequency of stock shortages impacting operations.

Reporting

·    Reports directly to the Procurement Manager.

·    Functionally escalates to the Head of Supply Chain.