Procurement Specialist

Procurement Specialist Job Description 

Responsibilities:

• Ensure all procurement activities comply with company policies.
• Prepare technical specifications, terms & conditions, and evaluation criteria for purchase orders.
• Monitor lead times for orders and shipments.
• Process and follow up on order documents and approvals.
• Manage supplier payments and documentation.
• Obtain competitive quotes for products and services.
• Resolve supplier payment discrepancies.
• Monitor shipments and ensure efficient customs clearance.
• Maintain accurate internal records and order tracking.
• Update systems with order status, shipping updates, and arrivals.
• Manage import documents for timely delivery.
• Obtain 3 quotes for all purchase requests and ensure policy adherence.
• Source new vendors, maintain existing relationships, and build positive vendor relations.
• Manage stock levels and adherence to stock cover policy.
• Monitor and follow up on warehouse lead times (shipping, packing, etc.).
• Manage warranty claims and ensure compensation.
• Track and report penalties, fees, and transportation rates.
• Review vendor contracts and agreements for alignment with procurement strategy and procedures.
• Participate in price and term negotiations with suppliers.
• Forecast product demand and maintain stock levels.
• Conduct market research to identify best-value suppliers and products.
• Report inefficiencies, delays, and claims.
• Analyze current procurement activities and recommend improvements (efficiency, quantity discounts).

Qualifications:

• Bachelor's degree in Business Administration (or similar)
• Minimum 5 years of experience in procurement or a related field

Skills:

• Technical knowledge of customs clearance, warehousing, inventory, and procurement.
• Problem-solving and system thinking skills.
• Accuracy, attention to detail, and excellent organization skills.
• Time management and ability to meet deadlines.
• Analytical and critical thinking skills.
• Strong follow-up skills to ensure task completion.

Knowledge:

• Fluency in English and Arabic (written and spoken)
• Proficiency in Microsoft Office Suite and ERP systems
• Familiarity with GPS systems and company policies
• Experience with local and international suppliers and pricing
• Market and product knowledge
• Understanding of sourcing, contracting, and contract administration

Key Performance Indicators (KPIs):

• Time to set up orders in the system
• Error resolution time
• Price negotiation success rate
• Order error rate
• Percentage of overdue orders
• Data entry accuracy rate
• Deadline adherence rate
• Procurement report accuracy
• Timely system data entry completion
• Percentage of procurement procedures adhering to policy
• Purchase order cycle time
• Order fulfillment lead time
• Fill rate
• Vendor quality rating
• Order accuracy
• Fees and charges due to non-compliance or errors