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 .

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.