Puchasing Officer

Executes purchasing for Nutrifinds raw materials, packaging, and operating supplies. Negotiates within approved limits, manages supplier performance, and coordinates delivery, receiving documentation, and AP handoff. Uses forecast and inventory targets to prevent stockouts and reduce overbuying, expiry risk, and holding costs.

Accountabilities and Responsibilities:

1. RFQ Canvassing & Price Control

• RFQ issuance protocol (minimum 3 suppliers rule)
• Price comparison matrix format
• Historical price benchmarking
• Inflation & commodity monitoring
• Approved supplier list (ASL) control
• Negotiation framework
• Price deviation approval process
• Cost-saving documentation
• Price validity monitoring
• Supplier scorecard impact

2. Purchase Order (PO) Creation & Control

• PR validation checklist
• Budget verification process
• MOQ validation before PO release
• PO numbering control
• Approval hierarchy (Authority Matrix)
• Amendment & revision tracking
• PO aging tracker

3. MOQ Management & Cash Flow Protection

• Supplier MOQ documentation
• MOQ vs demand reconciliation
• Overstock risk scoring
• Slow-moving inventory prevention
• MOQ renegotiation guidelines
• Batch consolidation strategy
• Cash impact tracking

4. Receiving & Inspection Coordination

• QA inspection coordination
• Damage reporting SOP
• Variance documentation
• Rejection & return protocol
• Supplier corrective action tracking

5. Replenishment & Demand Planning Support

• Sales forecast consolidation support
• Marketplace demand trend analysis
• Safety stock calculation formula
• Reorder point formula
• Production alignment meetings
• Promotion-driven demand planning
• Peak season adjustment planning
• Avoiding Shopee/Lazada penalties due to stockouts

6. Inventory Coordination

• Aging report review
• Dead stock prevention actions
• Inventory turn monitoring
• Material availability dashboard
• Cross-functional coordination (Warehouse, Production)
• Flags overstock/ near expiry exposure and propose purchasing pricing changes.

7. Document Handoff to Accounting

• Complete PO document package checklist
• Approved PR
• RFQ comparison sheet
• Approved PO
• Delivery Receipt
• GRN
• Inspection Report
• Invoice
• 3-way matching compliance (PO–DR–Invoice)
• Payment request endorsement process
• Discrepancy resolution before endorsement
• Cutoff timeline for month-end closing
• Document retention protocol

8. Supplier Management & Accreditation

• Supplier onboarding checklist
• Risk classification (Low/Medium/High)
• Annual supplier evaluation scorecard
• Dual sourcing policy
• Supplier concentration risk monitoring

9. Cost Control & Margin Protection

• Purchase price variance tracking
• Budget vs actual tracking
• Margin impact reporting
• Commodity risk watch
• Cost-saving reporting dashboard

COMPETENCIES

1. Knowledge

• Procurement process (RFQ/canvass, PO issuance, delivery/payment terms, documentation)
• Negotiation basics and supplier issue handling (claims, disputes)
• Supplier performance KPIs (OTIF, lead time, quality issue tracking, responsiveness)
• Replenishment basics (reorder point, safety stock, shelf-life, holding cost) and use of forecasts

2. Skills

• Negotiation and written documentation of agreed terms
• PO tracking/expediting and discrepancy resolution
• Excel/Google Sheets for comparisons and reorder calculations
• Cross-functional coordination with Warehouse, QA/QC, Accounting, and Planning

3. Attitude

• Disciplined on approvals, documentation completeness, and deadlines
• Proactive escalation of stockout, delay, and price risks with options

4. Qualifications

• Bachelor’s degree in Business, Supply Chain, Industrial Engineering, or similar
• 2–5 years experience in purchasing/procurement (food, FMCG, e-commerce, or manufacturing is an advantage)
• Must have an experience in overseas negotiation and purchasing perishable goods.
• Proficient in Excel/Google Sheets; ERP/accounting system experience is an advantage