Head of Procurement
1. JOB DESCRIPTION PURPOSE
Reporting to Procurement Director the Head of Procurement is responsible for all aspects of sourcing, procurement and expenditure across the group of companies. This includes, but is not limited to supplier selection, developing relationships to negotiate and buy goods, materials and services at the best possible price, tendering and cost estimating, whilst managing the competing priorities of quality and service and to meet the group of companies’ operational requirements.
The Head of Procurement provides buying expertise and support to all areas of the group of companies by continuous search for newer and better-quality commodities, services and utilities to keep the company ahead of competition.
The post holder will develop and oversee all of the buying procedures. Will help to develop, provide and analyse data from various sources to facilitate the business decision process. Will also ensure that everything required to meet the Company’s operational requirements is available on time and at that the correct amount to maximise cost and reduce waste.
The position requires the post holder to be able to demonstrate first class negotiating skills and have a comprehensive knowledge of, and experience in purchasing, as well as good inter-personal and communication skills.
The Head of Procurement post is a senior position within the Group management structure and the post-holder is expected to contribute towards the development and achievement of the company’s strategic and operational targets and overall business aims. The Buyer will Interface with Sales, Quality, Research & Development, Engineering, and IT to optimise the supply chain and delight both internal and external customers.
Specific Responsibilities and KPI’s expectations will include, but not be limited to the following:
- 1. Strategy and Development
- Overall responsibility for Purchasing and Cost Estimating activities across the business
- Create and implement best practice purchasing vision, strategy, policies, processes and procedures to aid and improve business performance
- Ensure that purchasing strategies and processes are in place to meet business objectives and operational needs in terms of price, quality and delivery targets, which enables the company to function and compete effectively in the market to include: terms and conditions, supplier selection/de-selection, evaluation and rationalisation of supply chain solutions including vendor managed inventory, supplier consignments and safety stock
- Evaluate the challenges faced by the business and take action to mitigate risks and develop opportunities
- Contribute to overall business strategy and annual budget process
- Take ownership of the purchasing policy, guidelines and any associated documents
- Initiate and develop creative and innovative procurement processes (eProcurement)
- 2. General and Task Management
- Develop and maintain robust relationships with assigned UK and global suppliers and customers that consistently achieves the business’ target for quality, cost and performance and supports the needs of the business. Responsible for managing relationships and negotiating with key suppliers at a senior and strategic level
- Negotiate contract terms with key suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders if appropriate
- Administer bidding process and contracts (e.g., prepare specifications, evaluate bids, recommend vendors, etc.)
- Craft negotiation strategies and close deals with optimal terms
- Coordinate the authorisation of payment of invoices or return of purchased products
- Coordinate deliveries and maintain suitable stock levels to make sure the business operates smoothly
- Contact suppliers to resolve price, quality, delivery or invoice issues
- Forecast price and market trends to identify changes of balance in buyer-supplier power
- Forecast procurement and the relationship between spot market trading and long-term contractual purchase agreements to gain necessary insight on how to structure the key procurement categories purchased by the organisation
- Seek and partner with reliable vendors and suppliers
- Assess numerous aspects of a current or potential customer/supplier capability through customer/supplier site visits
- Develop an overall vendor base which creates and sustains a competitive advantage utilising global market exploitation, leveraging spends and leveraging technologies
- Develop, implement and maintain a supplier relationship and evaluation process to measure effective supplier performance and compliance
- Ensure professional and consistent supplier management is applied across the supply base in line with the purchasing policy
- Work closely with Research & Development & Technical Department to source new and alternative raw materials
- Keeping abreast of product/service applications, trends, market conditions, competitive activities and up to date with any laws that may affect the company and its operation through the reading of pertinent literature and consulting with relevant departments (Business Development, Technical, Sales, etc)
- 3. Financial Budget and Control
- Input and hold responsibility for Purchasing and cost estimating budgets
- Prepare the annual Purchasing budget and forecasts and all Capital Expenditure proposals as well as ensuring compliance with customer and legal requirements. Manage the budget from identification to completion of projects
- Follow the purchase order management procedure ensuring accurate system data and an effective purchase-to-pay process
- 4. Relationship Management
- Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance
- Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the purchasing strategy
- Communicate with stakeholders the impact of market change and potential effects on supply. Recommend solutions without compromising quality or service while optimising cost
- Contribute to new business initiatives and projects and review and communicate the impact on Purchasing activities
- 5. Project Management
- Engage with key stakeholders to identify project objectives and key products/services to be delivered
- Develop project specifications, together with management, agree project plan baseline including scope, key activities, deliverables, resource requirements, milestones and deadlines based on in-depth project-based research to ensure feasibility
- Recommend best practice
- Drive project execution, track delivery, expect, monitor and control change in the project scope, schedule and cost, pro-actively seek and resolve issues, conduct progress reviews and measure project performance, report and escalate to management as needed, drive installation; conduct reviews to assess project outcomes and to identify and capture acquired knowledge to enable continuous improvement
As a Head of Procurement, you will also be expected to:
- work in a pro-active and strategic manner to ensure that the business enjoys an uninterrupted supply of materials for production and opportunities which could be used to drive sales growth
- be involved in buying – selling function and have appreciation of supply chains, forward supply and sales
- work closely with technical department to ensure food safety and BRC compliance
- continually research the market for new materials, supplies and possible sales
- ensure no sudden shortage of any ingredient or raw material arises
- be a collaborative sort of person who can forge strong relationships with colleagues in the company, suppliers and also customers
- be completely familiar with all aspects of the company’s products and methods of production and be able to work at times under extreme pressure
- be a highly organised person and someone who can be trusted to work using their own initiative to negotiate and communicate effectively.
- understand the global and local factors that will affect the organisation’s procurement and sale activity
- maintain a flexible approach to the role and provide suitable cover as and when required for other remits
- take a proactive part in hosting customer audits to ensure continuous improvement in our organisation
