Purchasing and Admin Supervisor

The Purchasing and Admin Supervisor is responsible for overseeing the company’s procurement activities and administrative operations to ensure efficient purchasing processes, proper inventory support, and smooth office administration. This role involves sourcing suppliers, monitoring purchases, supervising administrative functions, maintaining company records, and ensuring compliance with company policies and procedures.

Key Responsibilities:

1. Purchasing & Procurement Management

• Oversee daily purchasing activities and ensure timely procurement of materials, supplies, and services.
• Source and evaluate suppliers based on quality, pricing, delivery performance, and reliability.
• Request quotations, negotiate prices, and prepare purchase orders.
• Monitor inventory levels and coordinate replenishment to avoid shortages and overstocking.
• Ensure all purchases comply with company policies and approved budgets.

1. Supplier & Vendor Coordination

• Maintain good relationships with suppliers and service providers.
• Coordinate delivery schedules and resolve issues related to delayed or incorrect deliveries.
• Monitor supplier performance and recommend accredited vendors.
• Ensure proper documentation of supplier transactions, contracts, and agreements.

1. Team Supervision & Coordination

• Supervise purchasing and administrative staff to ensure efficient workflow and productivity.
• Assign tasks, monitor performance, and provide guidance to team members.
• Conduct regular meetings and ensure effective communication within the department.
• Promote compliance with company policies, procedures, and workplace standards.

1. Customer Relationship Management

• Prepare and maintain purchasing records, reports, and administrative documentation.
• Monitor and track purchase requests, purchase orders, deliveries, and inventory records.
• Ensure completeness and accuracy of procurement and administrative documents.
• Provide regular reports and updates to management regarding purchasing and admin activities.

1. Compliance & Process Improvement

• Ensure compliance with company policies, procurement procedures, and government regulations.
• Monitor adherence to internal control procedures and administrative standards.
• Identify operational issues and recommend process improvements for efficiency and cost control.
• Support management in achieving operational and organizational objectives.

Qualifications & Skills:

Education:

• Bachelor’s degree in Business Administration, Marketing, Logistics, Supply Chain Management or related field.

Experience:

• At least 2-4 years of experience in purchasing, procurement, administration or supervisory role.
• Experience in FMCG, food manufacturing or distribution industry is an advantage.

Skills:

• Strong negotiation and supplier management skills.
• Excellent organizational and administrative abilities.
• Good communication and interpersonal skills.
• Knowledge of purchasing processes, inventory monitoring, and office administration.
• Proficient in Microsoft Office applications and documentation.
• Ability to multitask, prioritize work, and solve problems effectively.
• Strong leadership and team management skills.