ACCOUNTABILITIES

Policies & Procedures:

•   Adhere to all Zahrawi Policies & Procedures as applicable.

Inventory Assessment:

•   Ability to assess stock levels and inventory re-ordering points.

 Approvals:

• Follow up for approvals in the system and communicate with relative stakeholders till fully approved.

Purchase Orders:

• Update the price list based on new buying prices in coordination with the concerned departments to ensure accuracy.
• Prepare various purchasing activity reports for demand planning and identifying progress/status reports on issued PO’s.
•  Coordinate all pre purchase order activities from the time the PR is needed until PO Issuance.
•  Organize purchase orders, requisitions, and related documentation.

 Advance Payments:

• Purchase coordinator is responsible for following up with the supplier for proforma invoices related to advance payments and sharing them with the finance department.
• Follow up till payment is executed.

Permits:

• Obtain and follow up with the Regulatory Affairs team for all necessary regulatory permits and arrange inbound shipments to facilitate timely material movements.

Operation Planning:

• Maintain proper follow-up sheets to track purchase order status.
• Follow up on order confirmation and shipping details,
• Determine work procedures, prepare work schedules, and expedite workflow.

Operation Optimization:

• Coordinate all logistics activities to enhance operations.
• Understand and apply knowledge of shipping regulations, customs and duties requirements, and other related concepts to ensure the work is done efficiently.
•  Identify problems, analyze alternatives, and develop valuable recommendations to reduce bottlenecks.
•  Effective business correspondence and communication.

Reporting:

• Check and ensure the accuracy of the data in order confirmation and supplier invoices.
•  Maintain proper reports for traceability of all purchase orders.

Monitoring:

• Track the cost and efficiency of the movement and storage of products.
•  Oversee incoming and outgoing shipping activities to ensure accuracy, completeness, and shipment conditions.

External Coordination:

• Prepare and review vendors order confirmations for accuracy & ensuring PO conditions are met.
• Respond to the vendors about purchase order changes, cancellations, and delays.
• Coordinate all post-purchase order activities until final receipt in the warehouse.
• Investigate discrepancies and other customer satisfaction issues with vendors to assist the sales team in finding solutions.
• Follow up on the progress of POs with applicable vendors to obtain confirmation of deliveries.
• Arrange the export of defective items (with the help of the Sales team) and the import of the items once fixed by the vendor.
• Manage all payments related to logistics with external stakeholders.
• Establish and maintain relations with ocean carriers, customs brokers, Airlines, Transporters &, etc., to ensure the ease of future deliveries.

Negotiation:

• Negotiate with service providers and suppliers for better credit limits, discounts, and payment terms.

Payments:

•  Coordinate all payments related to logistics with external stakeholders and make sure that the payment has been received.

Post Purchase:

• Direct all post-purchase order activities until final receipt in the warehouse.
• Follow up with the clearance agent at the port and arrange the delivery of goods to the warehouse.

Requirements

• Education:   Bachelor’s degree.
• Experience:   Fresh Graduates / 1-2 years of experience as applicable.
• Job Specific Skills:   Communication skills - Good MS Office Skills(Excel)- Time management skills- Problem Solving Skills.
• Additional Details :  Candidate should be Saudi National and should be based in Riyadh.