Buyer

Job Summary

The Buyer is responsible for executing day-to-day purchasing activities to support operational, maintenance, project, and business requirements. The role serves as the primary point of coordination for Purchase Requisition (PR) processing, supplier engagement, Purchase Order (PO) management, delivery follow-up, and expediting activities, ensuring the timely acquisition of goods and services.

The role is accountable for processing procurement transactions, coordinating with suppliers, monitoring order fulfillment, tracking deliveries, and maintaining procurement records in accordance with approved procedures, governance requirements, and organizational standards. The position supports material availability, operational continuity, service delivery, project execution, and operational readiness through accurate purchasing execution and proactive supplier follow-up.

The Buyer maintains visibility of procurement priorities, supplier commitments, delivery schedules, and open purchase orders, enabling the timely identification and escalation of supply risks, fulfillment issues, and delivery concerns. Through effective purchasing administration, supplier coordination, compliance monitoring, and order management, the role contributes to procurement efficiency, supply continuity, stakeholder satisfaction, and the achievement of organizational objectives.

Key Responsibilities

Operations Management

Procurement Operations & Purchase Order Management

• Review approved PRs and create POs in accordance with approved procedures and delegated authority requirements, supporting timely procurement execution and material availability.

• Verify procurement documentation, approvals, and system requirements prior to order placement, maintaining transaction accuracy and process compliance.

• Process high-volume PR to PO transactions within Enterprise Resource Planning (ERP) systems, maintaining procurement visibility and transaction integrity.

• Maintain visibility of open POs, procurement transactions, and outstanding commitments, supporting effective order management and delivery tracking.

• Maintain accurate purchasing records, procurement documentation, and transaction history, supporting audit readiness and documentation integrity.

Purchasing Operations & Supplier Coordination

• Obtain quotations from approved suppliers and coordinate purchasing activities in accordance with approved procurement requirements, supporting timely acquisition of goods and services.

• Coordinate routine, urgent, prototype, and operational purchasing requirements with suppliers and internal stakeholders, maintaining responsiveness to business needs.

• Liaise with suppliers regarding quotations, order acknowledgements, commercial information, and purchasing requirements, supporting effective procurement execution.

• Maintain procurement correspondence, supplier communications, and purchasing records, ensuring transaction traceability and information accuracy.

Supplier Follow-Up & Expediting

• Follow up with suppliers on order confirmations, manufacturing status, shipment schedules, and delivery commitments, improving order visibility and delivery performance.

• Monitor supplier manufacturing progress, shipment readiness, and order fulfilment status for assigned purchases, supporting delivery assurance and production continuity.

• Monitor supplier delivery commitments and track order progress through to completion, supporting material availability and service continuity.

• Expedite critical and time-sensitive orders where required, minimizing risks to production, maintenance, operational activities, and program schedules.

• Escalate supplier delays, shortages, fulfilment concerns, and delivery risks to the appropriate stakeholders, enabling timely corrective action and issue resolution.

• Coordinate with suppliers, logistics providers, warehouses, and internal stakeholders regarding delivery schedules and shipment updates, supporting uninterrupted material flow and stakeholder visibility.

Stakeholder Support & Service Delivery

• Coordinate with Engineering, Manufacturing, Quality, Warehouse, Logistics, Maintenance, and Project teams regarding procurement requirements, supporting uninterrupted operations, service delivery, and project execution.

• Provide procurement status updates, purchasing information, and order progress reports to stakeholders, supporting informed planning and decision-making.

• Support the resolution of purchasing, delivery, supplier-related, and material availability issues through effective coordination and follow-up, minimizing operational disruptions.

• Respond to urgent procurement requests and changing business priorities in a timely manner, supporting operational continuity and service delivery requirements.

Procurement Compliance & Documentation Control

• Ensure purchasing activities comply with approved procurement procedures, organizational policies, delegated authority limits, and governance requirements, maintaining procurement compliance and accountability.

• Verify supplier quotations, purchase orders, and procurement transactions for completeness and accuracy prior to processing, reducing transactional risks and procurement errors.

• Maintain procurement documentation, supplier records, and transaction history within approved systems, supporting traceability and audit readiness.

• Support procurement reporting activities through accurate maintenance of purchasing information and procurement records, improving visibility of procurement performance and commitments.

Risk Management & Compliance

• Identify and report supplier delays, material shortages, procurement risks, and fulfilment concerns, supporting proactive risk management and supply continuity.

• Monitor open orders, outstanding deliveries, and supplier commitments to identify potential risks and service delivery issues, enabling timely intervention and resolution.

• Escalate procurement non-compliance, supplier performance concerns, and transaction irregularities to the appropriate stakeholders, supporting effective governance and corrective action.

• Ensure procurement activities comply with organizational policies, contractual obligations, quality requirements, Health, Safety and Environment (HSE) standards, security protocols, export control requirements, applicable International Organization for Standardization (ISO) standards, Environmental, Social and Governance (ESG) commitments, and regulatory requirements, maintaining compliance, protecting organizational interests, and strengthening supply chain integrity.

• Support procurement risk mitigation and business continuity activities through accurate order tracking, supplier follow-up, and timely issue escalation, strengthening procurement resilience and operational readiness.

Organizational Contribution

• Contribute to knowledge sharing, capability development, and the adoption of leading practices to strengthen organizational performance, professional growth, and operational effectiveness.

• Support internal and external audits, inspections, assurance activities, and compliance reviews by providing accurate records, documentation, technical evidence, and timely responses to audit requirements.

• Support continuous improvement, lessons learned, and performance analysis initiatives while promoting the implementation of controls best practices, standards, methodologies, and governance requirements to enhance project delivery performance and organizational efficiency.

• Undertake additional responsibilities assigned by the line manager to support departmental and organizational objectives.

Qualification & Experience

Qualification

• Bachelor's Degree in Business Administration, Procurement, Supply Chain Management, Logistics, Operations Management, Commerce, or related discipline.

Experience

• 3 years of experience in Purchasing, Procurement Operations, Buying, Supply Chain, Materials Management, or related functions within manufacturing, engineering, aerospace, aviation, advanced manufacturing, or other operational environments in public- or private-sector organizations.

• Experience processing Purchase Requisitions (PRs), Purchase Orders (POs), supplier quotations, order follow-up activities, and procurement transactions, supporting timely procurement execution and material availability.

• Experience using Enterprise Resource Planning (ERP) systems such as Microsoft Dynamics 365, SAP, Oracle, or equivalent platforms, maintaining transaction accuracy, procurement visibility, and documentation integrity.

Success Measures (KPIs)

• Purchase Requisition to Purchase Order Cycle Time (%): Percentage of approved PRs converted into POs within agreed timelines, supporting timely procurement execution.

• Purchase Order Processing Accuracy (%): Percentage of Pos processed accurately without transactional, pricing, quantity, or documentation errors, maintaining procurement integrity.

• On-Time Delivery Performance (%): Percentage of materials, components, equipment, and services delivered in accordance with agreed schedules, supporting operational continuity and programme requirements.

• Supplier Response & Confirmation Rate (%): Percentage of supplier quotations, order acknowledgements, and order confirmations received within agreed timelines, improving procurement responsiveness.

• Urgent Procurement Fulfilment Rate (%): Percentage of urgent purchasing requirements fulfilled within agreed timeframes, supporting business continuity and operational readiness.

• Purchase Order Closure Rate (%): Percentage of completed Purchase Orders closed within approved timelines, maintaining procurement visibility and record accuracy.

• Procurement Transaction Accuracy (%): Percentage of procurement transactions accurately processed within ERP systems, supporting data integrity and audit readiness.

• Supplier Delivery Compliance (%): Percentage of suppliers meeting agreed delivery commitments and order fulfilment requirements, supporting material availability and service reliability.

• Compliance Rate (Percentage %): Percentage of activities compliant with organizational policies, procedures, governance standards, HSE, ESG, CSR, and applicable statutory and regulatory requirements.

• Audit Closure Rate (Percentage %): Percentage of internal and external audit findings addressed and closed within agreed timelines to ensure effective corrective actions and audit readiness.

Job Challenges

• Managing high volumes of Purchase Requisitions (PRs), Purchase Orders (POs), urgent procurement requests, and expedited purchasing requirements within dynamic operational environments, where delays may impact operational continuity, maintenance activities, project execution, and stakeholder expectations.

• Supporting the procurement of long-lead, safety-critical, regulated, and specialized materials, components, and services, where supplier delays, material shortages, or market constraints may affect operational continuity and business commitments.

• Coordinating with Engineering, Manufacturing, Quality, Program teams, suppliers, logistics providers, and service partners with competing priorities and changing requirements, while maintaining procurement responsiveness, delivery commitments, and stakeholder expectations.

• Supporting engineering initiatives, project activities, and other time-sensitive procurement requirements requiring accelerated turnaround while maintaining compliance with procurement procedures, governance requirements, and documentation controls.

• Identifying, escalating, and supporting resolution of supplier delays, fulfilment issues, logistics disruptions, procurement risks, material shortages, and transaction discrepancies while maintaining supply continuity, procurement integrity, and operational performance.