Procurement Incharge

Job Description: Procurement Incharge

Basic Information

Position / Role: Procurement Incharge

Department / Division: Procurement

Grade: As per organizational structure

Issuing Authority: General Manager

Date of Issue: 15th July 2025

Job Overview

The Procurement Incharge is responsible for managing end-to-end procurement activities, including inventory planning, warehouse operations, supply chain coordination, and vendor management. The role ensures the timely, cost-effective, and quality acquisition of goods and services to support uninterrupted production and project execution.

This position involves close collaboration with Operations, Finance, and Project teams to drive procurement performance against key KPIs such as cost savings, payment term optimization, supplier reliability, and inventory turnover.

Operating within a complex global supply environment, the role requires proactive risk management to address challenges arising from geopolitical developments, oil price volatility, and freight market dynamics. The Procurement Incharge plays a critical role in ensuring supply continuity, optimizing costs, and enhancing operational excellence.

Qualifications

Bachelor’s degree in Engineering, Supply Chain Management, or a related field.

Minimum 5 years of experience in procurement management, with exposure to inventory control and logistics.

Strong understanding of manufacturing processes and supply chain operations.

Reporting Structure

Operational Reporting:

Works closely with the Procurement Lead and Assistant Manager – Internal Controls to ensure alignment with internal processes and procurement strategy.

Functional Reporting:

Reports directly to the General Manager.

Key Responsibilities

1. Vendor Development & Management

Identify, evaluate, and develop new vendors to diversify the supplier base and reduce dependency risks.

Build and maintain strong relationships with key suppliers to foster collaboration and continuous improvement.

Negotiate contracts, establish supplier agreements, and ensure compliance with agreed terms.

Collaborate with vendors on product development, cost reduction initiatives, and innovation opportunities.

Analyze vendor cost structures and market trends (e.g., LME prices) to secure competitive pricing.

Develop cost-saving strategies such as bulk purchase discounts, optimized payment terms, cost-effective logistics, and reduced overheads without compromising quality or delivery timelines.

Maintain an up-to-date vendor database with complete documentation and certifications.

Conduct weekly reviews with the Finance team to monitor payment schedules and ensure timely vendor payments.

2. Procurement Planning & Execution

Collaborate with Production and Operations teams to finalize monthly procurement plans based on demand forecasts and project schedules.

Ensure timely release of Purchase Orders (before the 10th of each month) following management approval.

Analyze historical demand, consumption patterns, and inventory trends to maintain optimal stock levels.

Implement Just-In-Time (JIT) procurement practices to minimize inventory holding costs while preventing stockouts.

Coordinate with Finance to ensure timely availability of funds aligned with approved procurement plans.

3. Warehouse Management

Coordinate with Operations for advance planning of material storage and unloading arrangements prior to shipment arrivals.

Ensure all incoming materials are stored in designated locations.

Maintain a clean, organized, and safe warehouse environment in compliance with health, safety, and housekeeping standards.

4. Inventory Management

Ensure all materials are supported by Bin Cards and verify regular updates by the Store team in alignment with system records.

Review inventory ageing reports and coordinate with Operations to identify materials held for over 120 days and implement action plans to reduce aged inventory.

Participate in physical stock audits in coordination with Finance and Operations teams to ensure alignment between physical and system inventory.

5. Risk Management

Monitor geopolitical developments, oil price fluctuations, and freight cost trends to proactively mitigate supply chain risks.

Ensure appropriate insurance coverage for all international shipments.

Ensure compliance with customs regulations, including material-specific approvals and licensing requirements.

Review draft shipping documents for accuracy and compliance before approving final shipment confirmation.

6. Supply Chain & Logistics Management

Negotiate competitive freight and logistics rates with forwarding agents to optimize import costs.

Track and analyze landing costs to prevent cost deviations and initiate corrective actions when required.

Ensure duty exemptions are applied for eligible materials and coordinate approvals for additional exemptions where necessary.

7. Process Compliance & Continuous Improvement

Ensure strict adherence to established Standard Operating Procedures (SOPs).

Lead continuous improvement initiatives to enhance procurement efficiency, accuracy, and compliance.

Facilitate training and awareness programs for procurement and warehouse teams.

Ensure accurate and timely updates of Estimated Time of Arrival (ETA) in the ERP system.

Monitor procurement KPIs including cost savings, vendor lead times, PO cycle time, inventory turnover, and compliance rates.

Essential Attributes & Competencies

Strong negotiation and communication skills.

Analytical and problem-solving capabilities.

Ability to manage multiple priorities in a fast-paced environment.

Knowledge of international shipping regulations and procedures.

High attention to detail and documentation accuracy.

Proficiency in procurement systems, ERP platforms, and Microsoft Office Suite.

Strong knowledge of INCOTERMS, customs duties, and international trade documentation.