Purchasing Supervisor

Purchasing Supervisor

Job Summary

We are seeking a detail-oriented and commercially aware Purchasing Supervisor to support and coordinate day-to-day procurement activities. The role is responsible for sourcing products and services, obtaining and evaluating supplier quotations, monitoring purchase orders, coordinating deliveries, and maintaining accurate procurement records.

The successful candidate will work closely with suppliers, internal departments, warehouse teams, and management to ensure required materials and services are purchased at competitive prices and delivered within agreed timelines and quality requirements.

The position will also support supplier relationship management, purchasing negotiations, cost-control initiatives, and continuous improvement of procurement processes.

Key Responsibilities

• Coordinate daily purchasing activities in line with approved procurement procedures and business requirements.
• Obtain quotations from approved and potential suppliers and conduct market research to identify competitive pricing and suitable sources.
• Compare supplier quotations based on price, quality, specifications, availability, delivery time, payment terms, and other commercial considerations.
• Prepare purchasing recommendations and support management in selecting appropriate suppliers.
• Coordinate with suppliers to ensure materials, products, and services are delivered according to agreed specifications and schedules.
• Follow up on outstanding purchase orders and take appropriate action when deliveries are delayed or incomplete.
• Assist with supplier negotiations to achieve competitive pricing, favorable commercial terms, and reliable service levels.
• Support the Purchasing Manager with vendor registration, supplier evaluations, and supplier performance monitoring.
• Prepare and process purchase orders in accordance with approved purchasing procedures and authorization levels.
• Maintain accurate records of quotations, purchase orders, supplier communications, delivery information, and purchasing transactions.
• Maintain updated supplier databases, catalogs, price lists, and product information.
• Coordinate with warehouse and inventory teams to understand stock requirements and avoid unnecessary shortages or overstocking.
• Review purchasing requests and ensure specifications, quantities, delivery requirements, and approvals are clearly defined before placing orders.
• Monitor procurement costs and identify opportunities for cost savings without compromising quality or operational requirements.
• Assist in developing and maintaining preferred-supplier and approved-vendor lists.
• Resolve supplier-related issues involving pricing, quality, quantities, specifications, documentation, and delivery schedules.
• Coordinate with finance and other relevant departments regarding invoices, purchase orders, goods receipts, and supplier account discrepancies.
• Ensure procurement activities comply with company policies, approval procedures, ethical standards, and applicable requirements.
• Prepare purchasing reports and provide management with updates on outstanding orders, supplier performance, costs, and procurement activities.
• Support the implementation of process improvements aimed at increasing purchasing efficiency and reducing procurement costs.
• Maintain confidentiality of commercial, supplier, pricing, and purchasing information.

Additional Responsibilities

• Assist in preparing periodic purchasing and procurement performance reports.
• Support supplier audits, evaluations, and periodic performance reviews.
• Assist with identifying alternative suppliers and backup sources for critical materials and services.
• Monitor market trends and pricing changes for frequently purchased products and services.
• Support annual procurement planning and budget-related activities.
• Assist with contract and commercial documentation where required.
• Maintain organized and audit-ready procurement records.
• Coordinate with other departments to ensure purchasing activities support operational requirements.
• Perform other procurement and purchasing duties assigned by management.

Job Knowledge & Skills

Required Knowledge

• Good understanding of purchasing and procurement processes.
• Knowledge of supplier sourcing, quotation comparison, purchase orders, and vendor management.
• Understanding of basic procurement principles, commercial terms, and cost-control practices.
• Knowledge of inventory requirements and the relationship between purchasing and stock management.
• Familiarity with supplier evaluation and performance-monitoring practices.
• Understanding of procurement documentation and approval workflows.
• Good knowledge of Microsoft Office applications, particularly Excel, Word, and Outlook.
• Familiarity with purchasing or ERP systems; SAP experience is preferred.
• Good understanding of professional business communication and supplier correspondence.

Key Skills

• Purchasing and procurement coordination
• Supplier sourcing and negotiation
• Quotation analysis
• Price and market comparison
• Purchase order management
• Vendor relationship management
• Cost control and savings identification
• Delivery and order follow-up
• Inventory coordination
• Procurement documentation
• Supplier performance monitoring
• Microsoft Excel and ERP systems
• Communication and negotiation
• Organization and time management
• Attention to detail
• Problem-solving and decision-making

Qualifications

• Diploma or bachelor’s degree in Procurement, Supply Chain, Purchasing, Business Administration, Hospitality Management, or a related field.
• Professional procurement or supply-chain certification is an advantage.
• Strong written and verbal English communication skills are required.
• Additional language skills may be advantageous depending on the business environment.

Job Experience

• Typically 2–5 years of relevant purchasing or procurement experience, depending on educational background and overall career experience.
• Experience in purchasing, procurement, supply chain, hospitality, facilities, construction, manufacturing, or a similar operational environment is preferred.
• Experience dealing directly with suppliers and managing quotations and purchase orders is highly desirable.
• Experience with ERP or procurement systems, particularly SAP, is an advantage.

Preferred Candidate Profile

The ideal candidate will be an organized and commercially minded purchasing professional who can manage multiple procurement requirements while maintaining accuracy, cost awareness, and timely delivery.

The candidate should demonstrate strong supplier-management and negotiation skills, be comfortable analyzing quotations and market prices, and be capable of working effectively with internal departments and external vendors.