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

ü Reports directly to the Procurement Manager.

ü Functionally escalates to the Head of Supply Chain.

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.

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

ü Reports directly to the Procurement Manager.

ü Functionally escalates to the Head of Supply Chain.