Key Duties and Responsibilities:


Vendor Management:

Identify, evaluate, and select reliable suppliers for office supplies, equipment, and other related products.

Negotiate favorable pricing, terms, and delivery schedules with suppliers to ensure cost-efficiency and product quality.

Build and maintain strong, long-term relationships with vendors and suppliers.

Conduct periodic supplier performance evaluations to ensure service standards and quality compliance.



Procurement Planning & Strategy:

Collaborate with different departments to understand their procurement needs and create procurement plans.

Forecast demand for office supplies and equipment, ensuring timely orders and avoiding stockouts or overstocking.

Maintain an updated inventory and track orders to ensure that inventory levels are optimal.



Purchase Order Management:

Create and manage purchase orders in a timely manner.
Follow up on orders to ensure on-time delivery and resolve any discrepancies.
Monitor supplier performance and manage any delays or issues related to product quality, delivery times, or cost.



Cost Control & Budgeting:

Maintain budget control and track procurement spending, ensuring that purchases stay within the allocated budget.
Identify opportunities to reduce costs and streamline procurement processes.
Regularly review and analyze market prices to ensure that the company is receiving competitive pricing for goods and services.


Documentation & Compliance:

Ensure all procurement documentation is accurate and up-to-date, including purchase orders, contracts, invoices, and delivery receipts.
Ensure compliance with company procurement policies and legal requirements.
Maintain a record of purchase history and supplier information for future reference and audits.


Inventory Management:

Regularly monitor stock levels and coordinate with suppliers to ensure continuous availability of office supplies.
Conduct regular inventory checks and manage stock movements.
Assist with the disposal of obsolete or damaged supplies as needed.


Reporting & Analysis:

Provide regular reports on procurement activities, expenditure, inventory levels, and vendor performance.
Analyze procurement trends and propose improvements to the purchasing process to enhance efficiency and cost savings.


Internal Coordination:

Work closely with various departments (e.g., finance, administration, and operations) to ensure timely and accurate procurement of office supplies.
Act as the primary point of contact between suppliers and internal teams regarding procurement needs.



Key Skills and Qualifications:

Proven experience in procurement, purchasing, or supply chain management, preferably in an office supply company or similar industry.
Strong negotiation and communication skills.
Ability to manage multiple suppliers and handle complex purchasing processes.
Good analytical skills and experience with inventory management systems.
Proficiency in Microsoft Office and experience with Odoo ERP systems.
Detail-oriented and highly organized with the ability to meet deadlines.