Purchase Executive

Job Description – Senior Purchase Executive

Job Title:	Senior Purchase Executive
Department:	Purchase / Procurement
Industry:	Spice Manufacturing
Reporting To:	Purchase Manager / Procurement Head / Operations Head
Location:	Greater Noida

Job Summary

The Senior Purchase Executive will be responsible for managing the procurement of raw spices, ingredients, packaging materials, consumables, engineering items, and other materials required for uninterrupted manufacturing operations. The role involves supplier development, price negotiation, purchase planning, order management, quality coordination, cost control, and ensuring timely availability of materials while maintaining the required quality standards.

Key Responsibilities

1. Procurement & Purchase Planning

• Plan and execute procurement of raw spices and other materials based on production requirements and inventory levels.
• Purchase materials such as:
  • Whole and ground spices
  • Herbs and other ingredients
  • Edible/raw materials
  • Packaging materials
  • Pouches, laminates, labels, cartons, jars, bottles, etc.
  • Cleaning and production consumables
  • Office and general consumables
  • Engineering and maintenance materials
• Review purchase requisitions and ensure timely procurement.
• Coordinate with Production, Stores, Quality, Sales, and Finance departments to understand material requirements.
• Maintain optimum inventory levels and avoid both stock-outs and excessive inventory.

2. Supplier Management

• Identify, evaluate, and develop reliable suppliers.
• Maintain an updated supplier/vendor database.
• Obtain quotations from multiple suppliers and conduct price comparisons.
• Evaluate suppliers based on quality, price, delivery, service, payment terms, and reliability.
• Develop alternate suppliers for critical raw materials to minimize supply risk.
• Maintain good professional relationships with existing and potential vendors.

3. Price Negotiation & Cost Control

• Negotiate prices, credit terms, freight, delivery schedules, and other commercial terms with suppliers.
• Monitor market prices of major spices and raw materials.
• Analyze price trends and advise management regarding suitable procurement timing.
• Obtain competitive rates without compromising quality.
• Identify opportunities for cost reduction through bulk purchasing, alternate vendors, and improved payment terms.
• Maintain records of negotiated rates and supplier quotations.

4. Purchase Order Management

• Prepare and issue Purchase Orders (POs) after obtaining necessary approvals.
• Ensure POs contain correct specifications, quantities, rates, taxes, delivery terms, and payment conditions.
• Follow up with suppliers to ensure timely delivery.
• Track open POs and pending supplies.
• Coordinate with Stores for receipt and GRN confirmation.
• Resolve discrepancies related to quantity, rate, specifications, shortages, or damaged materials.

5. Raw Spice Procurement

• Coordinate procurement of key raw spices according to production and sales requirements.
• Monitor seasonal availability and market price fluctuations.
• Develop relationships with farmers, aggregators, traders, processors, and other suitable suppliers where applicable.
• Evaluate procurement opportunities based on quality, price, availability, and shelf life.
• Ensure lot/batch details and required documentation are maintained for traceability.

6. Quality Coordination

• Coordinate with the Quality Assurance/Quality Control team for supplier and material approval.
• Ensure materials meet approved specifications before final acceptance.
• Coordinate sampling and testing of raw spices and ingredients.
• Handle quality-related supplier complaints and corrective actions.
• Work with suppliers to improve consistency and quality.
• Ensure rejected/non-conforming materials are returned or replaced promptly.

7. Inventory & Stores Coordination

• Regularly review stock levels of raw materials and packaging materials.
• Coordinate with Stores regarding incoming and pending materials.
• Monitor minimum, maximum, and reorder levels.
• Identify slow-moving and excess inventory.
• Support FIFO/FEFO and batch-wise inventory management.
• Ensure timely procurement based on actual consumption and production plans.

8. Documentation & MIS

• Maintain purchase records, quotations, comparative statements, POs, supplier agreements, and related documentation.
• Prepare purchase reports, pending PO reports, price comparison reports, and supplier performance reports.
• Maintain records of supplier-wise purchases and rates.
• Ensure proper documentation for audit and compliance purposes.
• Update procurement data in ERP/accounting systems.

9. Coordination with Finance

• Coordinate with Accounts regarding vendor invoices, payment status, advances, and outstanding balances.
• Resolve invoice discrepancies between PO, GRN, and supplier invoice.
• Negotiate appropriate credit periods with suppliers.
• Ensure purchase transactions are supported by proper documentation.

10. Team & Process Management

• Guide junior purchase executives and support staff.
• Ensure adherence to company purchase policies and approval procedures.
• Improve procurement processes and vendor evaluation systems.
• Maintain confidentiality of supplier pricing and commercial information.

Qualifications

• Bachelor's degree in Commerce, Business Administration, Supply Chain, Procurement, or a related field.
• Diploma/degree in Supply Chain Management or Procurement will be an advantage.
• Typically, 4 years of experience in purchase/procurement, preferably in spice manufacturing.
• Experience in raw-material and packaging procurement is preferred.
• Good knowledge of MS Excel and ERP/purchase software.

Required Skills

• Supplier sourcing and development
• Price and commercial negotiation
• Raw-material procurement
• Market price analysis
• Purchase planning
• Vendor management
• Inventory coordination
• Purchase order management
• Cost reduction
• ERP and MS Excel
• Quality coordination
• Strong communication and negotiation skills
• Analytical and problem-solving abilities

Key Performance Indicators (KPIs)

• Timely availability of raw materials and packaging
• Purchase cost savings
• Supplier delivery performance
• Supplier quality performance
• Reduction in emergency purchases
• Purchase price variance
• Number and quality of alternate suppliers developed
• Purchase order accuracy
• Reduction in procurement lead time
• Inventory optimization
• Timely closure of supplier complaints
• Compliance with company procurement procedures

Preferred Industry Experience

Candidates with experience in spice manufacturing will be preferred only.

Preferred only Male candidate only.