Manage sourcing, negotiation, vendor relations, and doentation to ensure timely delivery of quality materia, maintain accurate records, support financial compliance, and facilitate smooth operations within IdeaCrate.
Section Three: Key Responsibilities
3.1Vendor Management and Relationship Building
•Identify, evaluate, and onboard vendors capable of meeting material and service requirements.
•Negotiate favourable terms, pricing, and agreements with vendors. Administer contracts efficiently and ensure adherence to terms.
•Regularly assess vendor performance and nurture relationships for improved services and collaborations.
•Keep updated records of vendor details, agreements, and contact information for effective communication and reference.
•Engage in meetings, exhibitions, and conferences to stay updated on market standards, trends, and product offerings.
3.2Procurement Operations and Doentation
•Create and issue accurate purchase orders, ensuring all necessary details are included and communicated to suppliers.
•Monitor orders and track deliveries to ensure timely receipt of materials or services.
•Oversee product quality upon delivery, ensuring adherence to specified standards and requirements.
•Manage the submission of invoices and diligently follow up on payments, ensuring timely settlements.
•Maintain organized records of purchase reports, PO doents, and necessary procurement-related files.
3.3Reporting and Analysis
•Generate monthly sales reports for consignment products and maintain Stock on Hand (SOH) reports for inventory control.
•Analyze procurement data, create comparative charts, and provide insights for decision-making and strategy formulation.
•Analyze data to identify trends, opportunities, and areas for improvement, contributing to strategic decision-making at the management level.
3.4ERP Management and Coordination
•Input necessary product details, including category, code, translations, and pricing into the ERP system.
•Collaborate with the finance team for year-end auditing, ensuring compliance and accuracy of procurement records.
•Conduct training sessions for operations teams on procurement-related activities and ensure smooth execution in centres.
3.5Special Projects and Internal Coordination
•Follow up on vendor onboarding doents and requirements, ensuring timely completion and compliance.
•Supervise internal transfers of products and maintain accurate records for accountability.
•Coordinate with vendors for product returns or replacements, ensuring adherence to policies and timely resolutions.
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