Purchasing Executive

The Purchasing Executive plays a key operational role in supporting the organisation’s procurement function. Reporting to the Purchasing Assistant Manager, the role is responsible for executing day-to-day purchasing tasks, maintaining accurate procurement records, liaising with suppliers, and supporting internal departments with timely and cost-effective procurement solutions. The role requires attention to detail, strong administrative ability, and effective coordination to ensure procurement runs smoothly and in line with internal procedures.

Key Responsibilities

Procurement Operations

• Prepare and issue Request for Quotations (RFQs) in line with internal guidelines.
• Place Purchase Orders (POs) based on approved requests or replenishment needs.
• Follow up on supplier confirmations, lead times, and delivery updates.
• Liaise with suppliers on pricing, availability, and order fulfilment status.
• Monitor open orders and maintain accurate records in procurement systems.
• Track and file all procurement documentation including RFQs, POs, supplier invoices, and confirmations.
• Collaborate with the logistics and warehouse teams to coordinate deliveries.

Supplier Coordination & Communication

• Maintain professional and timely communication with local and international suppliers.
• Escalate supply or quality issues to the Purchasing Assistant Manager for resolution.
• Support in updating supplier contact lists and performance tracking data.

Data Entry & Record Management

• Enter and maintain accurate procurement data in the ERP system.
• Ensure documentation and digital filing are kept up to date for audit and reporting purposes.
• Support the Purchasing Assistant Manager in the preparation of procurement reports or summaries.

Internal Support & Collaboration

• Respond to procurement-related queries from internal stakeholders.
• Assist departments with product availability checks or information on supplier lead times.
• Participate in internal meetings to align procurement with department plans.

Compliance & Process Adherence

• Follow established procurement policies, procedures, and approval workflows.
• Ensure that all procurement activity is in line with company standards and audit requirements.
• Identify and report any discrepancies or non-conformities in the procurement process.

The list of ‘Responsibilities’ appearing in this job description is neither necessarily exhaustive nor is any part of this job description permanent.

Required Qualifications & Experience

• Minimum of 2 years’ experience in a purchasing, procurement, or administrative role.
• MQF Level 4 qualification in Business Administration, Procurement, or a related field.
• Familiarity with purchasing processes, documentation, and supplier coordination.
• Experience using procurement or ERP software systems is considered an asset.
• Proficient in Microsoft Excel, Word, and Outlook.

Required Skills & Attributes

Organisation & Accuracy

• Strong attention to detail and commitment to accurate data entry and documentation.
• Ability to follow structured processes and meet deadlines.

Communication & Coordination

• Clear and professional communicator, both verbally and in writing.
• Ability to work collaboratively with colleagues, suppliers, and internal stakeholders.

Time Management

• Skilled in multitasking and prioritising daily tasks in a dynamic work environment.
• Able to maintain workflow consistency under time pressure.

Problem-Solving

• Proactive in identifying issues and proposing basic resolutions.
• Willingness to seek guidance where needed and contribute to improvements.

Technical Proficiency

• Comfortable with Microsoft Office tools and basic data systems.
• Able to quickly learn and navigate purchasing platforms or ERP systems.

Company Culture Fit

• Upholds the company’s values, procurement standards, and internal policies.
• Professional, respectful, and team-oriented in all interactions.
• Demonstrates reliability, integrity, and accountability in daily work.