Procurement Incharge

Position: Procurement Incharge

Location: Doha, Qatar

Industry : Manufacturing HVAC

Job Overview:

The Procurement Incharge is responsible for managing end-to-end procurement, inventory planning, warehouse operations, supply chain coordination, and vendor relationships to ensure the timely, costeffective, and quality acquisition of goods and services. This role is vital in supporting uninterrupted production and seamless project execution through efficient sourcing strategies and the implementation of Just-In-Time inventory practices. Working collaboratively with operations, finance, and project teams and drive procurement performance against key KPIs, including cost savings, payment term improvement, supplier reliability, and inventory turnover. Operating within Qatar's regulatory framework and a complex global supply environment, the role demands proactive risk management in response to geopolitical shifts, oil price fluctuations, and freight market dynamics. The Procurement Incharge plays a crucial role in maintaining supply continuity, optimizing costs, and enhancing overall operational excellence.

Job Description:

The Procurement Incharge key responsibilities include:

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.

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

Continuously analyze vendor cost structures and market trends (e.g., LME prices) to secure the best possible pricing and reduce material cost exposure.

Proactively strategize cost-saving methods such as negotiating bulk purchase discounts, optimizing payment terms, developing cost-effective shipping solutions, and minimizing overhead or packaging costs all without compromising on 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 vendor payments are processed on time.

2. Procurement & Planning:

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) to all vendors after management approval of procurement plans.

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

Implement Just-In-Time (JIT) procurement practices to reduce inventory holding costs while ensuring material availability and avoiding stockouts.

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

3. Warehouse Management:

Coordinate with the Operations team to plan material storage and unloading arrangements in advance of shipment arrivals.

Ensure all incoming materials are stored in their designated area.

Ensure the warehouse is maintained in a clean, organized, and safe condition at all times, in compliance with health, safety, and housekeeping standards.

4. Inventory Management:

Ensure every material in the warehouse is accompanied by a Bin Card, and oversee the accuracy of entries by verifying that updates are made regularly by the Store team and reconciled with system data.

Review inventory ageing reports and coordinate with the Operations team to identify materials held in stock for over 120 days, and implement action plans to dilute aged inventory.

Participate in arranging and executing physical stock audits in coordination with the Finance/Operations team to ensure alignment between physical and system stock.

5. Risk Management:

Proactively monitor geopolitical developments, oil price volatility, and freight cost fluctuations, and adjust procurement strategies to mitigate potential supply chain disruptions.

Ensure appropriate insurance coverage is secured for all international shipments to reduce risk and financial exposure.

Ensure all international shipments comply with Qatar Customs regulations, including materialspecific requirements such as QCD approval for insulation materials and chemical licenses for adhesives.

Request draft shipping documents from vendors and verify their accuracy and compliance with Qatar Customs before providing confirmation to proceed with final shipment.

6. Supply Chain Management

Negotiate competitive logistics and freight rates with freight forwarders to optimize import costs while ensuring reliable delivery timelines.

Track and analyze the landing cost of import shipments to ensure accuracy, prevent unapproved or excess expenditures, and initiate corrective measures in case of cost deviations.

Ensure duty exemptions are availed for eligible materials based on the company's approved exemption list. Coordinate with the Admin team to arrange exemption for materials not covered, to avoid unnecessary duty costs.

7. Process Compliance & Improvement:

; Ensure strict adherence to established Standard Operating Procedures (SOPs). Lead initiatives for continuous process improvement to enhance efficiency, accuracy, and compliance across all procurement functions. Facilitate training and awareness programs for procurement and warehouse teams to reinforce process adherence and quality standards. Ensure the ETA in ERP system is consistently updated with accurate estimated arrival dates and monitor timely updates to maintain real-time visibility. Monitor procurement KPIs including cost savings, vendor lead times, PO cycle time, and compliance rates

Essential Attributes & Competencies:

1. Strong negotiation and communication skills to manage vendor relationships.

2. Analytical and problem-solving skills to manage inventory levels and identify cost-saving

opportunities.

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

4. Knowledge of international shipping regulations and procedures.

5. Strong attention to detail and ability to complete necessary documentation accurately and on time.

6. Experience with procurement management software and Microsoft Office Suite.

7. Strong knowledge of INCOTERMS and international shipping documentation, duties, and procedures.

Qualifications:

1. Bachelor's degree in Engineering, Supply Chain Mangement, or a related field.

2. 5+ years of experience in procurement management with a focus on inventory management and

logistics.

3. Strong knowledge of manufacturing processes and techniques.

Operational Reporting:

The Procurement Incharge will work closely with Procurement Lead & Assistant Manager Internal

Controls to ensure alignment of procurement activities with internal processes, controls, and overall

procurement strategy.

Functional Reporting:

The Procurement Incharge will report to the General Manager.