Purchasing Coordinator

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Purchasing Coordinator

Business Need / Purpose of Role:

This position will purchase commodities, supplies, services, and equipment for the maximum quality, delivery, and price objectives, according to Purchasing procedures. In addition, this position will coordinate purchasing activities with Procurement Coordinator, reporting to Supply Chain Manager.

Objectives & Measurement

Key Responsibilities and Specific Accountabilities:

Including but not limited to:

• Examine and analyze departmental purchase requisitions for completeness and accuracy of information; contacts department or initiator to clarify or complete information; determines method to process requisition based on amount, timeliness required, existing open contracts, and/or competitive bidding in accordance with established guidelines.
• Identify and selects vendor to procure requisitioned Goods, meeting criteria such as price, quantity, quality and delivery date and places orders. Work in Movex.
• Study quality of products; get list of vendors from whom purchases could be made for each particular job; places purchase orders to local & overseas suppliers; negotiates and renews contracts; investigates complaints and secures adjustments; follows up on deliveries.
• Responsible for price negotiations and cost savings/budget objectives.
• Coordinate purchase orders for signatures by the Supply Chain/General Manager/Requestor/Initiator/QA Deptt. and other officers, issue and distribute contracts
• Monitor supplier’s compliance to required delivery completion requirement.
• Participate in Morning Accountability Meetings, report daily progress and action
• Keep all RFQ, Purchase Order files, contract files, Contract review, etc. in good order and proper files, Audit requirements
• Assist in setting up vendor meetings and negotiations
• Active involvement in supplier improvement for not acceptable supplier on the local level
• Ensure the quality of purchased components in collaboration with the Quality Assurance Deptt. and Requestor/Initiator
• Keep the PO (local & overseas) files updated
• During progress of orders, track amendment matters, negotiate and resolve. Issue PO amendment and distribute
• Monitor order progress, track outstanding orders, follow up on orders, resolve supplier issues and obtain executed orders or cancels orders as appropriate
• Responsible for supplier related administrative issues
• Coordination with Operations & other Departments for information and updates
• Involvement and support in all procurement activities for facility (Issue Purchase Orders, Monthly reporting etc.)
• maintain an effective liaison with vendors, management, staff, and co-workers
• Ensure timely submission of Supplier Invoices to Accounts Deptt. and daily update of Invoice Handover Register
• Along with Supervisor control issues related with Accounts dept
• Review supplier’s Quotations commercially for prices, breakups, options; delivery dates and prepares comprehensive Evaluation (cost comparison) Sheet
• Analyze/compare cost and evaluates the quality and suitability of supplies, materials
• Ensure goods are delivered using the correct mode of transportation on time based on Operation's and maintenance request.
• Assist in other order entry (MOVEX & Excel reports) process activities including data maintenance, metric reporting & analysis. Assist Finance and Purchasing departments in scheduled reporting.
• Identify operational improvement areas through the discovery of gaps or new opportunities, responding to changing business requirements
• Introduce new suppliers to the company and discuss with them on business terms and conditions.
• Interview and correspond with suppliers, keeps informed of new products, market conditions and trends.
• Ensure strict compliance with Weir Group’s business practices to maintain highest level of integrity and ethical behavior in executing any commercial transaction.
• Develop and manage relationships with internal customers and suppliers.
• Manage the suppliers' performance.
• Provide reports on procurement activity and commitment as & when required by Supply Chain Manager.
• Carry out any other duties as required by Supply Chain Manager
• Maintain AVL updated
• Working strictly as per Purchasing Procedure
• This role description shall not exclude tasks necessary or incidental to the Employees’ position that may be assigned by the Company from time to time

Job Knowledge / Education and Qualifications

The details described here are representative of those that are encountered by or must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

University degree, preferably in Economy or Mechanical Engineering, with minimum six months' related experience and/or training; or equivalent combination of education and experience.

Product Knowledge:

Oil & Gas industry experience would be an advantage

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Movex, Maximo, Ariba, MS Office (Word and Excel), Internet.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
Language Skills:

Ability to read and interpret documents such as inquires, quotations, purchase orders, order acknowledgements, invoices, packing list, Certificates (CoC etc), shipping documents,  safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write inquires, quotations, emails of business nature common to this role, understanding of Incoterms and correspondence.  Ability to speak effectively with customers, suppliers or employees of organization.

Other Skills and Abilities: 

Must be focused, accurate, with excellent attention to details.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

• Be able to work unsupervised and meet set deadlines
• Ability to work under pressure, prioritize and multitask
• Good communication skills
• High standards of integrity
• Enthusiastic and flexible
• analyze and evaluate data
• prepare and present written or oral reports
• Excellent skills in communication, negotiation, decision-making, interpersonal, and intrapersonal relationships
• perform arithmetic calculations such as calculating interest, discounts, and shipping charges
• negotiate within established parameters
• maintain an effective liaison with vendors, management staff, and co-workers
• Demonstrates strong analytical skills, results-orientation, and high ethical standards
• Highly proficient in the use of MS Office suite of applications
• Possess good analytical and communication skills
• Must be hardworking and responsible

Core Competencies

To perform the job successfully, an individual should demonstrate the following competencies.

Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
 
Business Acumen - Understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals; knows the competition; is aware of how strategies and tactics work in the marketplace.
 
Cost Consciousness - Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational 
 
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
 
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
 
Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Salary range 1100-1900 AZN Net

E-mail: [email protected]

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