Procurement Manager

SUMMARY:
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POSITION INFO:

Duties & Responsibilities

Strategic Sourcing:

• Identify, evaluate, and onboard potential suppliers to ensure best value for the organisation in terms of cost, quality, compliance, lead time, and service delivery.
• Develop and implement procurement strategies to optimise cost savings, supply continuity, and operational efficiency.
• Source local and international suppliers for raw materials, packaging, components, instruments, implants, medical devices, consumables, and services.
• Negotiate and establish favourable pricing, commercial terms, delivery schedules, and service agreements with suppliers.
• Monitor supply risks and ensure continuity of critical materials and services.
• Support the addition of approved suppliers in line with company procedures and quality management system requirements.
• Communicate with Quality and Regulatory regarding new suppliers, supplier changes, or supplier documentation requirements.
• Manage procurement planning in support of operational demand, new launches, and sales requirements.

Inventory Management:

• Monitor inventory levels and adjust procurement strategies as needed.
• Forecast raw materials, packaging, and stock items.
• Minimize excess inventory and ensure on-time delivery of goods and services.
• Establish reliable lead-times for deliverables based on operational requirements.
• Identify operational priorities by evaluating lead-times and critical path items.
• Provide regular updates on deliverable progress and deadlines.
• Monitor raw material usage and execute ordering of raw material as required.
• Process stock orders placed by accurately accounting for Bill of Materials needed.
• Monitor raw material, packaging, component, and finished goods stock levels and proactively inform relevant departments when stock is low or at risk.
• Manage forecasting and communication between departments regarding delayed purchased items or items low on stock that may affect final goods inventory and sales.

• Communicate to Production which items and quantities must go into production in order to fulfil demand, support new launches, and meet open sales orders.
• Assist in inventory counts and stock take activities as required.
• Ensure correct movement of raw materials on the ERP system and that stock transfers, adjustments, and usage-related transactions are accurately recorded.
• Manage expired raw materials in accordance with internal procedures, including segregation, review, communication, and ERP adjustments.
• Ensure appropriate stock-related transactions and corrections are accurately processed on the ERP system.
• Support or execute creation of certain item codes on the ERP system where required for procurement and operational support.

Vendor Management:

• Negotiate and establish favourable terms and contracts with suppliers (local and international).
• Monitor and evaluate vendor performance to ensure quality, reliability, responsiveness, and cost effectiveness.
• Resolve supplier-related issues, disputes, delays, documentation gaps, and quality concerns.
• Ensure supplier performance is reviewed against operational and quality requirements.
• Maintain effective working relationships with suppliers and service providers.
• Coordinate supplier communication relating to lead times, delivery issues, quality concerns, and documentation requirements.
• Ensure supplier records and supporting approval documentation are maintained and updated appropriately.

Cost Control:

• Implement cost-saving measures and sourcing strategies without compromising quality, compliance, or operational continuity.
• Ensure compliance with budgetary constraints while maintaining required quality standards.
• Execute payment requests for local and international suppliers.
• Ensure payment request process is followed, including quotes, purchase orders, invoices, shipping documentation, and supporting approvals.
• Monitor pricing trends, supplier cost increases, and budget impact on procurement decisions.
• Balance cost control with delivery urgency, supply risk, quality requirements, and operational priorities.

Compliance and Regulations:

• Stay informed about relevant laws, regulations, and internal requirements affecting procurement and ensure compliance.
• Develop, maintain, and enforce procurement policies and procedures.
• Ensure procurement and receiving activities align with company quality management system requirements.
• Maintain accurate records and documentation for auditing purposes.
• Ensure procurement documents are complete, current, traceable, and properly filed, including purchase orders, quotes, invoices, payment requests, COAs, material certificates, and related supplier documents.
• Ensure purchased items are received according to predefined specifications, COAs, and CRA specifications where applicable.
• Ensure incoming goods are checked against purchase orders, specifications, quantities, lot numbers, batch numbers, expiry dates, and required supporting documentation.
• Ensure the correct lot and batch numbers received per COA are recorded accurately on the ERP system during receiving.
• Ensure correct expiration dates of raw materials, packaging, and medical devices are recorded on the ERP system during receiving. Procurement Manager - Revised Job Description
• Ensure discrepancies, damaged goods, non-conforming products, incorrect deliveries, documentation mismatches, and traceability issues are identified, escalated, and resolved appropriately.
• Support internal and external audits by ensuring procurement, supplier, receiving, and inventory-related documentation is controlled and audit-ready.

Team Leadership:

• Supervise and lead a team of procurement professionals, procurement officers, and receiving officers.
• Provide guidance, support, training, and performance management to team members.
• Foster a collaborative, disciplined, and efficient work environment.
• Ensure clear delegation of responsibilities across procurement and receiving functions.
• Drive accountability for purchasing accuracy, receiving controls, ERP transactions, stock movement accuracy, and document management.
• Develop team capability in procurement processes, receiving requirements, supplier coordination, forecasting support, and system usage.

Additional Roles:

• Manage the receiving function to ensure all purchased goods are received, inspected, recorded, and communicated correctly.
• Oversee the department responsible for receiving purchased items in accordance with company requirements.
• Ensure correct lot, batch, and expiry data are captured during receiving and accurately reflected on the ERP system.
• Ensure correct movement and traceability of raw materials on the ERP system.
• Assist with inventory counts and support inventory accuracy across raw materials, packaging, components, and finished goods.
• Liaise with Production, R&D, Quality, Regulatory, Finance, Sales, Planning, Stores, and other internal departments regarding procurement priorities, shortages, deliveries, supplier issues, and material readiness.
• Ensure departments are informed of supply risks, delayed deliveries, low stock, or material issues that may impact operations, final goods inventory, and sales.
• Manage communication between departments regarding delayed purchased items or low-stock items that may affect production output or customer demand.
• Communicate to Production which items and quantities are required to go into production in order to fulfil demand, support new product launches, and meet open sales orders.
• Support operational continuity by aligning procurement activity with production planning, sales demand, and development requirements.
• Ensure procurement records and supporting documents are maintained in a complete and controlled manner.
• Ensure ERP procurement, receiving, and inventory data is accurate, current, and aligned with physical transactions.
• Contribute to ongoing improvement of procurement, receiving, supplier control, forecasting, and material management processes.

Desired Experience & Qualification

Required minimum education:

• Bachelor’s degree in supply chain management, Procurement, Operations, or Engineering.

Required minimum competencies:

• Negotiation and contract management skills.
• Strong supplier management and vendor performance evaluation capability.
• Strong analytical and data-driven approach.
• Problem-solving and decision-making abilities.
• Effective communication and interpersonal skills.
• Leadership and people management capability.
• Attention to detail and high level of accuracy.
• Strong administrative and document control skills.
• Knowledge of ERP systems and procurement-related transactions.
• Understanding of manufacturing processes, bill of materials, inventory movement, lot traceability, batch control, and stock forecasting.
• Understanding of supplier quality requirements within a quality management system.
• Ability to work cross-functionally with Production, R&D, Quality, Regulatory, Finance, Sales, Planning, and Stores.
• Ability to identify procurement, stock, and supply risks proactively.

Required minimum experience:

• Minimum 3-5 years relevant experience in procurement, supply chain, or operational purchasing within a manufacturing environment.
• Experience managing procurement teams and/or receiving teams.
• Experience working with ERP systems.
• Experience with supplier approval, procurement documentation, and inventory or material control processes.
• Experience in a regulated manufacturing environment will be advantageous.

Package & Remuneration

Market Related