Purchasing Coordinator

Job Brief:

The Purchasing Coordinator will arrange the purchase and on time delivery of raw materials, supplies and services needed for the functioning of the business at the quantity needed.

Key Duties and Responsibilities

PROCESSES:

• Overseeing purchasing, sourcing, and contracting of materials, supplies, equipment and services.
• Implementing department procedures and realizing functional goals.
• Handles the day-to-day activities of the purchasing function.
• Ensuring competent quality execution of all regular purchasing duties and administrative works.
• Maintaining complete updated purchasing records/data and pricing in the system.
• Producing and presenting accurate prescribed reports and any other as requested.
• Researching and comparing suppliers, goods, and services and selecting and proposing the most suitable suppliers in terms of reliability, product quality, and cost-efficiency.
• Monitor Supplier Performance and take actions where required
• Coordinating with user departments and suppliers on requirements.
• Supporting relevant departments with quotations for the purpose of cost calculation and projects.
• Coordinating with suppliers to ensure on-time delivery.
• Preparation and processing purchase orders and documents in accordance with company policies and procedures.
• Building and maintaining positive, long-term supplier relations

Desired Qualifications

• An entrepreneur’s acumen. The Purchasing Coordinator will be accountable for efficient purchasing of materials and services for the business to deliver a pricing competitive advantage in the market and achieve or exceed profit margins.
• Experience with food processing ingredients. Ideal candidates will have at least 3-5 years of experience working with food ingredients. Bakery, meat processing ingredients and/or produce purchasing would be an advantage).
• Demonstrable technical, quantitative, qualitative, and analytical skills. The ideal candidate has proven problem-solving, quantitative, and analytical skills, and the ability to work independently.

S/he would possess proficiency in all Microsoft Office applications, with strong skills in PowerPoint and Excel and ERP Systems. In addition, s/he:

• Uses industry knowledge and acumen to identify multiple sources and alternative ingredients that reduce costs./

• Regularly thinks out of the box and encourages others to engage in such brainstorming activity to promote buy-in from key stakeholders.
• Works well within a matrix structure but is aware of how to engage peers to prevent the development of a ‘silo’ style culture.
• Is self-motivated, able to implement formal and informal KPI’s to identify performance drift and resolve all known causes without external prompting.
• Is professional and affable in appearance and demeanour.
• Is an enthusiastic driver, but naturally precise and detailed in documentation and adherence to process.
• An ability to communicate effectively. S/He will have excellent verbal and written communication and presentation skills and be able to clearly articulate operating performance for the function.
• A values-driven professional, consistency and the champion of the highest standards. S/He will possess humility in dealing with all stakeholders and situations and demonstrate professionalism that inspires employees and suppliers alike.

Other Skills

Self-Motivated and proactive with a high level of compassion, empathy, and integrity

Strong communication skills (written and verbal), collaboration ability, teamwork and proven ability to deal effectively with and resolve conflict and confrontation. A pleasant personality and able to communicate well with others and staff at a higher level.

Strong analytical, decision-making, and negotiation skills.

Ability to build and maintain relationships with clients and vendors. Ability to multitask and manage multiple deadlines.

Proficiency with Microsoft Office Suite tools and ERP systems.

Results and impact oriented, highly focused, results driven and outstanding organizational skills

Location

In Nairobi, with travel as required within Kenya.