Department
Supply Chain / Purchasing
Reports To
Supply Chain Manager / Operations Director / Managing Director
Location
Manufacturing Plant / Head Office
Role Purpose
The Procurement & Sourcing Manager is responsible for securing reliable, cost-effective, and quality-approved materials and services required for manufacturing operations.
This role goes beyond day-to-day purchasing. The manager is expected to develop supplier strategy, negotiate competitive terms, monitor market prices, reduce procurement risks, and ensure that raw materials are available on time to support production, sales commitments, and company profitability.
Key Responsibilities
1. Strategic Sourcing
● Develop and manage the company’s supplier base for key raw materials, packaging components, spare parts, consumables, and services.
● Identify, evaluate, and qualify new suppliers locally and internationally.
● Build alternative supplier options for critical materials to reduce supply risk.
● Maintain an approved supplier list in coordination with QA, Production, Finance, and Supply Chain.
● Conduct supplier benchmarking for price, quality, delivery, payment terms, and service reliability.
2. Raw Material Procurement
● Manage sourcing and procurement of key manufacturing materials such as films, resin, foil, ink, adhesive, solvent, additives, cylinders, packaging materials, and other production inputs.
● Ensure materials are purchased according to approved specifications, quality standards, and production requirements.
● Coordinate closely with Planning, Warehouse, QA, and Production to avoid material shortages, overstocking, and production delays.
● Monitor minimum stock levels, reorder points, lead times, and delivery schedules.
3. Price Negotiation & Cost Control
● Negotiate prices, payment terms, delivery terms, rebates, and supply agreements with suppliers.
● Track commodity and raw material market movements, including resin, film, foil, solvent, and other relevant cost drivers.
● Recommend price adjustment mechanisms for volatile raw materials.
● Support Sales and Management with updated material cost information for quotation and pricing decisions.
● Identify cost-saving opportunities without compromising quality or supply continuity.
4. Purchase Execution Oversight
● Supervise the purchasing team in preparing purchase orders, confirming prices, checking approvals, and following up deliveries.
● Ensure all purchases follow approved policies, budgets, supplier terms, and internal approval limits.
● Review urgent purchases and control unnecessary emergency buying.
● Ensure all purchase documents are complete and properly recorded in the ERP system.
5. Supplier Performance Management
● Monitor supplier performance on quality, delivery, price stability, responsiveness, and documentation accuracy.
● Coordinate with QA on supplier non-conformities, rejected materials, corrective actions, and supplier audits.
● Maintain supplier scorecards and recommend supplier improvement, suspension, or replacement when necessary.
● Build long-term relationships with strategic suppliers while maintaining commercial discipline.
6. Risk Management
● Identify supply risks related to price volatility, logistics disruption, supplier dependency, geopolitical issues, import constraints, and quality problems.
● Maintain backup sourcing plans for critical raw materials.
● Coordinate with Finance on payment terms, credit limits, LC requirements, and cash flow impact.
● Support management in procurement planning during shortages, price surges, or urgent customer requirements.
7. ERP, Reporting & Compliance
● Ensure purchasing activities are accurately recorded in Odoo or the company ERP system.
● Prepare regular procurement reports covering open POs, savings, price movements, supplier performance, delivery delays, and material risks.
● Maintain proper documentation including quotations, purchase orders, contracts, delivery documents, COA, MSDS, import documents, and supplier agreements.
● Ensure compliance with company policies, audit requirements, food safety standards, Halal/FSSC requirements, and customer-specific requirements where applicable.
Key Performance Indicators
Material availability
No production stoppage due to procurement failure
Purchase price variance
Actual purchase price vs approved/market benchmark
Cost savings
Negotiated savings, rebates, alternative sourcing gains
Supplier OTIF
Supplier on-time and in-full delivery performance
Supplier quality
Rejection rate, NCR frequency, corrective action closure
Inventory control
Avoidance of overstock, slow-moving, and urgent purchases
PO accuracy
Correct item, price, quantity, terms, and delivery schedule
Lead time reliability
Actual delivery vs committed lead time
Payment term improvement
Better supplier credit and cash flow support
ERP discipline
Complete and accurate purchasing records
