Procurement Supervisor

Job Purpose Responsible for the purchase of needed items ensuring purchase is done from list of approved suppliers and delivered according to terms and conditions, while seeking to maximize value of the company by reducing cost and time, improving quality and avoiding stock shortage.
Perform duties in accordance with Malia Group Policies and Procedures.

Duties And Responsibilities

On Procurement Process

• Upon Receipt of Purchase Requests, respectively request quotations from approved suppliers in addition to samples where applicable, conduct related negotiations and ensure that quotation includes best price, lead time, quantity and specification of material to be purchased
• Validate and ensure accurate entry of product information and approved quotations on SAP, and oversee the issuance of Purchase Orders in line with defined standard
• Coordinate the booking of insurance for placed orders where applicable and follow-up to receive all required documentation
• Ensure availability and conformity of shipping documents from suppliers. Review where applicable the COA and get approval from the R&D and or Quality department as necessary prior order release
• Monitor supplier delivery performance, proactively manage delays, and ensure timely communication with stakeholders
• Ensure the receipt of the original set of documents from suppliers when order placement is confirmed
• Coordinate with the Regulatory Department for the legalization of necessary documents needed for goods clearance from customs, liaise with the Licensors for any discrepancy noted by the Authorities, follow on its correction and prevention in the coming orders 
• Oversee shipping and clearance activities, ensuring compliance with regulatory requirements and timely coordination with clearing agent
• Follow up on received orders from both local and foreign suppliers and ensure requested quantity and quality are accurate
• Manage landed cost calculations, including preparation and validation of receipt and cost vouchers in coordination with finance
• Upon receipt of goods, in case of damaged items, report claim to supplier/insurance Company and propose recommended actions to site manager
• Coordinate with the Accounting department, Procurement Manager and Group Procurement Auditor to finalize payment formalities
• Prepare Bank Transfer Orders for advance payments and get Procurement Manager/Group Procurement Auditor’s approval. Handle documents collection from bank
• Prepare Letter of Credit and get Procurement Manager/ Group Procurement Auditor’s approval. Inform the accounting department in case of any discrepancy between the PO/receipt and the invoice
• Analyze cost variations by procured item and report any deviation to Procurement Manager & Group Procurement Auditor and Suggests corrective actions
• Upon reception of any item falling under the custom “clause 322”, ensure its registration in related book and monitor consumption accordingly
• Request the statement of account from all the active suppliers to share with the audit and accounting teams along with all the related reports for end of year closing
• Make sure the file of shipments in transit & Company Risk is shared with the accounting team in a timely manner
• Identify and implement improvements in procurement processes to enhance efficiency, reduce lead times, and optimize cost

On Database Management and Reporting

• Continuously update the database with names of approved suppliers, terms and conditions, bank information, technical specifications of products and Lead time
• Submit trimestral reports to management about cost variations and improvements. Suggest corrective and new actions to enhance performance