PROCUREMENT MANAGER

1. Procurement Planning
• Translate approved backlog, stock requirements, replenishment plans, and authorized internal requirements into a
structured procurement plan.
• Confirm the required product, specification, quantity, delivery date, destination, and commercial basis before
procurement begins.
• Coordinate with inventory and warehouse personnel to confirm free stock, reserved stock, in-transit stock, and
open purchase commitments.
• Avoid unnecessary procurement where available or incoming stock can satisfy the approved requirement.
• Prioritize procurement actions according to customer commitments, production lead times, supply risk, and
management direction.
2. Purchase Requisition Governance
• Ensure every purchasing action begins from an authorized and complete purchase requisition or equivalent
approved requirement.
• Verify technical descriptions, product codes, quantities, delivery requirements, project references, and budget or
order linkage.
• Return incomplete, contradictory, or unauthorized requirements for clarification before supplier commitment.
• Maintain traceability from approved requirement through supplier enquiry, quotation, evaluation, purchase order,
receipt, and closure.
3. Supplier Enquiry and Sourcing
• Identify appropriate approved suppliers or manufacturing partners for each requirement.
• Issue complete and comparable requests for quotation that clearly define technical, commercial, quality,
documentation, and delivery expectations.
• Obtain competitive supplier offers in accordance with the company sourcing and approval framework.
• Develop alternative sources for critical, high-risk, long-lead, or single-source products where commercially
practical.
• Protect confidential customer, product, design, and pricing information during sourcing activity.
4. Supplier Quotation Evaluation
• Evaluate supplier quotations on total landed value rather than unit price alone.
• Compare price, currency, payment terms, manufacturing lead time, freight, duty, delivery terms, warranty, quality
obligations, documentation, validity, and replacement conditions.
• Coordinate technical evaluation with Engineering & Products Design, the Chief Technology Officer, or other
authorized technical roles where required.
• Document the commercial evaluation and recommendation so the sourcing decision is auditable.
• Identify deviations, exclusions, substitutions, and commercial risks before supplier selection.
5. Negotiation and Supplier Selection
• Negotiate supplier price, discounts, payment terms, delivery, freight basis, warranty, quality requirements,
replacement obligations, and other relevant commercial conditions.
• Recommend supplier selection based on an objective balance of cost, compliance, quality, capacity, reliability, and
lead time.
• Do not compromise mandatory technical or quality requirements to achieve price savings.
• Escalate conflicts of interest, unusual prepayment requests, unapproved suppliers, sanctions concerns, or other
significant commercial risks.
6. Purchase Order Management
• Ensure purchase orders accurately reflect the approved supplier offer, specification, product code, quantity, price,
currency, payment terms, delivery terms, delivery location, warranty, documentation, and project or stock
reference.
• Obtain the required commercial, technical, and financial approvals before commitment.
• Release purchase orders only within delegated authority and approved process controls.
• Control revisions and cancellations so suppliers and internal stakeholders operate from the current authorized
instruction.
• Maintain complete acknowledgement and acceptance records from the supplier.
7. Production, Supply, and Expediting
• Track supplier acknowledgement, production milestones, readiness dates, inspection status, documentation,
dispatch, and expected arrival.
• Maintain an accurate open purchase-order and delivery-status register.
• Identify slippage before it affects customer commitments and develop recovery options.
• Coordinate priorities where multiple orders compete for supplier or manufacturing capacity.
• Escalate delays, capacity constraints, specification questions, or material shortages through the Supply Chain &
Pricing Director.
8. Supplier Management
• Support supplier qualification, onboarding, approval, performance review, and corrective action.
• Maintain reliable supplier master data and commercial records.
• Monitor supplier delivery, responsiveness, price stability, documentation, quality, and corrective-action
performance.
• Conduct structured supplier reviews for critical or underperforming suppliers.
• Recommend development, suspension, replacement, or removal of suppliers based on documented performance
and risk.
9. Supplier Quality Interface
• Coordinate inspection requirements with Supplier Quality before production release, shipment, or receipt where
applicable.
• Ensure suppliers receive current approved technical and quality requirements.
• Support containment, replacement, rework, return, credit, and corrective action when supplied material is nonconforming.
• Ensure repeated supplier failures are escalated and considered in sourcing decisions.
• Maintain commercial recovery records for quality-related supplier failures.
10. International Sourcing and Logistics Interface
• Plan procurement with awareness of manufacturing, consolidation, freight, customs, duty, import documentation,
and country-of-origin requirements.
• Coordinate shipping readiness and documentation with the Logistics Specialist.
• Avoid avoidable expedited freight through timely procurement and active supplier follow-up.
• Ensure shipping documents match the purchase order and receiving requirements.
• Escalate import, documentation, freight, or regional supply-continuity risks promptly.
11. Goods Receipt and Discrepancy Resolution
• Support Warehouse and Supplier Quality in resolving quantity, product, documentation, condition, or specification
discrepancies identified at receipt.
• Coordinate supplier returns, replacements, credit notes, missing quantities, or corrective action.
• Ensure purchase orders and supplier commitments are closed only after outstanding discrepancies are resolved or
formally accepted.
• Maintain visibility of open claims and their financial or delivery impact.
12. Cost, Cash, and Working-Capital Discipline
• Coordinate with Pricing to provide current supplier and landed-cost information.
• Coordinate with Finance on supplier terms, payment requirements, commitments, and cash-flow implications.
• Negotiate commercially sustainable payment terms without creating supply or quality risk.
• Minimize excess purchasing, premature commitment, avoidable advances, emergency freight, and unplanned
inventory exposure.
• Report savings, cost avoidance, purchase-price variance, and major cost movements transparently.
13. Documentation, Compliance, and Auditability
• Ensure the Document Controller maintains complete procurement files and current controlled records.
• Maintain supplier quotations, evaluations, approvals, purchase orders, acknowledgements, correspondence,
quality records, delivery documents, and closure evidence.
• Ensure purchasing actions comply with approved policies, authority limits, segregation of duties, and conflict-ofinterest expectations.
• Support internal, financial, quality, and management reviews with traceable records.
14. Team Leadership and Reporting
• Set clear workload, priority, quality, and performance expectations for procurement personnel.
• Review open requisitions, supplier enquiries, purchase orders, late items, risks, claims, and team capacity.
• Develop negotiation, sourcing, technical-product, systems, documentation, and supplier-management capability
within the team.
• Provide accurate procurement, supplier, cost, lead-time, and risk reporting to the Supply Chain & Pricing Director.
• Promote coordinated working across the United Arab Emirates, Saudi Arabia, and international sourcing locations.