Procurement & Shipping Executive

JOB PURPOSE

The Procurement and Shipping Executive is responsible for managing the procurement process, coordinating shipping activities, and ensuring efficient and timely delivery of goods. Expertise in procurement strategies, vendor management, and logistics coordination will be crucial to the success of our operations.

 DUTIES AND RESPONSIBILITIES

Operational Tasks

1. Manage Re-ordering of Direct Materials and Goods.
2. Update Consumption Records to Reflect Usage Trends.
3. Update Safety Stock Levels and Re-order Thresholds.
4. Monitor Product Expiries and Ensure Timely Procurement.
5. Send Procurement Requests to Admin to Issue POs.
6. Follow Up on Direct Orders to Ensure Timely Delivery.
7. Send Purchase Orders to Vendors.
8. Booking Freight and Handling Containers.

Administrative Tasks

1. Maintain and Update Tracking Sheets for Procurement Activities.
2. File Documentation, Including Invoices and Order Confirmations.

Supplier and Vendor Management

1. Source Alternative Suppliers and Obtain Competitive Quotes.
2. Create and Manage Vendor and Material Records.
3. Block or Deactivate Vendors or Materials When Required.
4. Register and Follow Up on Complaints with Suppliers.

Documentation and Compliance

1. Obtain and Maintain Documentation Such as MSDS and TDS.
2. Assist in Contract Preparation and Administration.

Reporting and Analysis

1. Generate Regular Reports on Procurement Activities.
2. Register Savings Achieved Through Procurement Optimizations.

Pricing and Cost Management

1. Ensure Accurate and Up-to-date Upkeep of Pricing Information.

QUALIFICATIONS, EXPERIENCE, AND SKILLS

1. Bachelor’s degree in business administration, supply chain management, or a related field would be considered an asset.
2. Proven experience as a Buyer or in a similar procurement role within the manufacturing industry preferred.
3. Strong knowledge of procurement principles, practices, and techniques.
4. Analytical mindset with the ability to analyze data and make informed decisions.
5. Strong organizational and time management skills.
6. Excellent verbal and written communication skills.
7. Attention to detail and a high level of accuracy.
8. Ability to work independently and as part of a team.
9. Strong knowledge of Microsoft Excel is important for data analysis, creating reports, managing inventory, and tracking purchasing metrics.
10. Purchase Order Systems. Experience in working with electronic purchase order systems or e-procurement platforms is valuable. This includes creating and managing purchase orders, tracking order status, and generating reports.
11. Process analysis skills.
12. Good written and verbal communication skills in Maltese and/or English.
13. ICT and ERP system skills.
14. Attention to details.
15. Organizational Skills.
16. Time-Management and Problem Solving.
17. Analytical thinking and problem solving.
18. Attitude to work with minimal supervision.
19. Action orientated.
20. An influencer and driver for change.
21. Teamwork.

Applications including a detailed curriculum vitae should be sent to the Human Resources Department via email to: [email protected]