Procurements & Inventory Supervisor

Job purpose:

Responsible for managing, developing and establishing procurements and warehouse standards, policies and procedures to ensure smooth workflow of deliveries and receivables.

Procurement and Warehouses Supervisor responsible for improving the efficiency and effectiveness of assigned operations, identifying Museum’s procurement needs, strategizing and negotiating with suppliers and vendors in order to acquire the most cost- effective deals and to reduce procurement expenses and supervising the performance of contractors ,In addition, to supervise the daily Procurements and warehouses operations in support of services for the museum, and to discover the best ways to cut procurement expenses.

Duties and Responsibilities

Supervisory Role:

• To develop, lead and execute the procurement plan to support the overall strategic objectives of the Museum.

• To evaluate staff members and provide feedback for improvement purposes, identify weaknesses and departmental inefficiencies and provide appropriate recommendations for resolving these issues.

• To develop, implement and maintain applied policies and procedures.

• To train and evaluate the procurements and inventory team to execute the assigned tasks.

• To analyzing and calculating costs of procurement and suggest methods to decrease expenditure

• To set and develop annual Procurements and inventory strategies and plans in line with the Museum’s strategic objectives.

• To set the key performance indicators (KPIs) to the team annually, track and follow up their progress to achieve their objectives and overall effectiveness.

• To prepare and manage annual budgets of the procurements &inventory unit.

• To invent negotiation strategies and secure profitable deals.

• To optimize sourcing procedures to attain maximum efficiency.

• To track and report key functional metrics to reduce expenses and improve effectiveness

• To craft negotiation strategies and close deals with optimal terms and find vendors and suppliers with the best price and quality of materials.

• To supervise price and market trends and identify any changes may

happened.

• To know how to create RFPs process and how to write, review and evaluate the RFPs process

. To make strategic purchasing decisions and find the best vendor while maximizing value and minimizing risk.

• To supervise warehouse team and their tasks and duties (Achieving high levels of satisfaction through excellence in receiving, Organizing and maintaining inventory and storage area, Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency.

• Measuring and reporting the effectiveness of warehousing activities and employees performance

• to supervise Arranging warehouse, catalog goods, plan routes and process shipments

• To meet cost, productivity, accuracy and timeliness targets

Operational Role:

• To supervise Developing a list of all main and regular suppliers with an

assessment of how much we purchase from them annually

• Follow up on bringing price quotations and ensure that the required specifications

are matched to the quotation

• Follow up on online purchases and communicate with companies to ensure

quality, quantity and delivery mechanism

• To follow up with senior procurement regarding all the shipments issues s and

follow up shipments and their arrival and receipt of goods

• Follow-up approvals on purchase orders through the system and purchase

according to the specified time

• Preparing reports related to suppliers lists, PO status, inventory reports, slow

moving items , aging materials , event and celebration consumables reports and reports for closed purchases and pending purchases on the system

• Conducting a market survey to confirm the prices and availability of quantities of the most purchased materials in the museum.

• To manage the drivers log sheet and monitor their performance periodically.

• To follow up on employees’ transportation and drivers and arrange logistics for offsite projects.

• To maintain and update a list of suppliers to ensure best prices and deals.

• To act as a focal point for all couriers to and from the museum.

• To coordinate with clearance and customs authorities on receiving and releasing

purchases.

• To manage drivers’ working hours and organize shifts and destinations between them.

• To ensure compliance with established procurement policies and review and evaluate work and performance of subordinates.

• To liaise with Accounts Payable to resolve supplier payment issues.

• To supervise the handling and delivery of all goods to storekeepers in the

Museum.

• To close all PO’s with the Finance Department based on invoices.

To maintain good relationships with suppliers by regularly contacting and visiting

them.

• To perform any other job-related tasks assigned by the direct manager.

Skills

Qualifications and Communications:

• Knowledge of sourcing and procurement techniques as well as a dexterity in

reading the market

• Bachelor’s degree in supply chain management, logistics or business

administration or any related field.

• (8-10) Years of experience.

• Excellent command of English; spoken and written.

• Native Arabic speaker with good writing and reporting skills.

• Good writing of RFPs process.

• Good knowledge of Inventory and procurements software.

General Skills:

• Organizational skills.
• Planning and scheduling skills.
• Problem-solving and Excellent communication and interpersonal skills.
• The ability to work under pressure.
• Follow-up and monitoring skills.
• Time management skills.
• Supervisory skills.
• Aptitude in decision-making and working with numbers
• Experience in collecting and analyzing data
• Strong leadership capabilities
• Talent in negotiations and networking

Technical Skills:

• Negotiation Skills.
• Cost analysis.
• Reporting skills

Internal Communication:

• All departments.

External Communication:

• Suppliers.
• Couriers.
• Clearance companies and customs authorities.

Working Conditions:

• Physical Requirements: Low.
• Work Environment: Office work with the possibility of field work.
• Work Risks: Low.

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