Procurement Manager

Job Purpose

To manage and streamline the procurement of raw materials, accessories, packaging, and machinery—both locally and internationally—ensuring cost-effective sourcing, regulatory compliance, and alignment with production and sales forecasts. The role demands strong coordination across departments and a strategic approach to supplier management, inventory control, and documentation.

Key Responsibilities

Procurement & Sourcing

• Initiate and manage inquiries related to raw materials, products, machinery, and equipment for local and international procurement.
• Source new suppliers offering competitive pricing, quality, and service.
• Arrange new samples and substitute samples as needed.
• Negotiate pricing and payment terms with vendors.
• Perform day-to-day administrative tasks including maintaining complete records of vendors, purchase orders, confirmations, samples, approvals, and documentation.

Inventory & Forecasting

• Optimize order forecasting in coordination with sales and production teams for Just-In-Time (JIT) inventory and export models.
• Maintain optimum inventory levels of raw materials and accessories to meet production schedules.
• Solve issues such as missing or incorrect documentation to ensure timely delivery and avoid storage delays.

Supplier & Vendor Management

• Develop and maintain strong relationships with local and international suppliers.
• Ensure timely payments to suppliers based on agreed terms.
• Coordinate with the accounts department to prioritize payment schedules and maintain healthy cash flow.
• Handle complaints and quality issues raised by QC or production teams and liaise with vendors for resolution.
• Maintain supplier performance evaluations and conduct comparative analysis.

Quality & Compliance

• Coordinate closely with the QC department to ensure raw material quality standards are met.
• Ensure all sourced materials comply with company specifications and regulatory standards.
• Collaborate with legal and pre-production teams for registration of new products with the Ministry of Environment.
• Manage registration of HS Codes with the Ministry of Commerce & Industry.

Import & Documentation

• Complete documentation for import of raw materials, machinery, and equipment.
• Receive and review shipment documents to ensure efficient customs clearance.
• Handle legalization and attestation of Certificates of Origin with suppliers and customs.

Logistics & Cost Optimization

• Introduce freight forwarders offering competitive rates and reliable services.
• Recommend optimal shipment modes (road, air, sea) based on business needs.
• Strive for continuous improvement in procurement productivity through better pricing, improved quality, and reduced freight costs and transit times.
• Outsource warehousing arrangements when required.

Reporting & Strategy

• Prepare management information reports and comparative analyses to support strategic decision-making.
• Monitor market trends and competitor sourcing strategies to inform procurement strategy.

Candidate Profile

• Bachelor’s or Master’s degree in Supply Chain Management, or related field.
• 5–10 years of experience as Procurement/Supply Chain Manager in the perfumery or cosmetics industry.
• Proven experience in dealing with government bodies and regulatory authorities.
• In-depth understanding of import documentation and international trade regulations.
• Excellent communication, negotiation, and vendor management skills.
• Strong attention to detail and organizational capabilities.