Role Purpose:

Manages the day-to-day operations of vendor management function.

Role Responsibilities (including but not limited to):

• Maintains records of goods ordered and received.
• Locates vendors of materials, equipment or supplies, and interview them to determine product availability and terms of sales.
• Creates vendors list according to a set of requirements and ensures availability of 3 or more vendors for each product+ company classification+ market survey.
• Updates vendor list quarterly.
• Negotiates offers with outsourcing companies to obtain the best price for the desired services.
• Prepares and processes requisitions and purchase orders for supplies and equipment.
• Reviews purchase order claims.
• Analyzes market and delivery systems to determine present and future material availability.
• Develops and implements purchasing instructions, policies, and procedures.
• Resolves vendors’ claims.
• Represents company in signing contracts and formulating policies with suppliers.
• Directs and coordinates activities of personnel engaged in buying, selling, and distributing materials, equipment, machinery, and supplies.
• Responsible for the data entry of all purchasing activities.
• Makes periodical purchasing reports.
• Handles all the printing items’ requests.
• Costs awareness in accordance with the set budget.
• Adheres and complies with internal policies and procedures.
• Manages vendors’ tenders and provides the related logistical and administrative support with internal concerned parties.
• Performs other tasks as requested.

Qualifications:

• Degree in a relevant discipline.

Experience:

• Minimum 5 years of experience in a related field.

Job specific Skills:

• Excellent understanding of purchasing and warehousing practices.
• Good Communication skills.
• Well-developed negotiation skills.
• Ability to work under stress.
• Very well organized.

Core Competencies:

Initiative & Problem Solving

• Creates opportunities or minimizes potential problems by anticipating and preparing for these in advance.
• Seeks multiple perspectives to understand the breadth and depth of complex issues.
• Actively finds new ways of doing things to improve quality of work.

Adaptability & Flexibility

• Keeps staff motivated during times of change, promoting the benefits.
• Reduces the concern of others when leading change.
• Takes ownership of communicating change initiatives clearly, ensuring smooth implementation.
• Alters normal procedures to fit a specific situation/unforeseen circumstances.

Working with Others

• Understands differences, anticipates areas of conflict in tasks and takes action.
• Backs up team members and stand up for them if they fail.
• Identifies opportunities for joint working and is clear about roles and responsibilities within the team to minimize duplication and deliver shared goals.
• Encourages an environment of sharing ideas, opinions and openness within the team.

Effective Communication

• Provides timely, appropriate and useful information to others to ensure team members remain focused.
• Is influential and persuasive when necessary.
• Uses a variety of techniques & customization based on situation and people’s differences.
• Takes feedback into consideration while implementing organizational change.

Job Specific Competencies:

Negotiation Skills

• Confidently engages in negotiation
• Persuades others effectively
• Applies logic to persuade others in straightforward situations

Procurement / Purchasing

• Applies basic working knowledge of accounting principles and methods in relation to purchasing needs.
• Implements established rules and regulations; reviews work for compliance to standards and may propose procedural changes and/or policy revisions.

Delivering Results

• Avoids emotional displays in difficult situations.
• Gather all necessary information to accurately understand the change.
• Adjust priorities to accommodate the changing requests.
• Takes ownership for solving customers problems.
• Maintains work focus despite challenges & setbacks.

Vendor Management

• Maintains awareness of integrity imperatives and obligations when dealing with suppliers. Adopts a structured approach to managing supplier relationships.
• Identifies and leverages sources of value from the relationship. Monitors and reports on supplier performance, taking corrective action where necessary.
• Develops workflow between vendors.