Group Purchasing Manager

Basic Function:
Oversees the procurement of materials, supplies, and services—both local and imported—required for the company’s operations. This includes direct and indirect purchasing functions, supplier management, and contract administration.

Duties and Responsibilities

A. Operations-Related Duties

1. Reviews purchase requisitions (PR) generated by SAP based on the Material Requirement Plan (MRP).

2. Secures pricing from contracts or obtains quotations from accredited suppliers when needed.

3. Ensures all Purchase Orders (POs) match PR specifications and requirements.

4. Attaches PRs and relevant quotations/contracts to POs. For repeat orders, indicates price references and date. Ensures accuracy and completeness of information (billing price, MOQ, impact, etc.).

5. Reviews and signs POs before submission to authorized signatories. If billing price is lower than supplier quotation, computes the impact and logs in the Green Notebook, forwarding the details to Product Costing for assessment.

6. Issues and sends PO copies (local and import) to suppliers.

7. Monitors supplier delivery confirmations against MRP Report No. 6128. Expedites or adjusts delivery schedules as necessary.

8. Coordinates with Account Managers on critical or delayed materials and provides real-time updates.

9. Verifies item arrival in SAP and adjusts deliveries or cancels orders based on written advice from Materials Planning to manage inventory levels.

10. Manages end-to-end monitoring of import (indent) orders from Proforma Invoice through to warehouse delivery.

11. Resolves delivery discrepancies in quantity or quality directly with suppliers, arranging for replacements or credit memos as needed.

12. Collaborates closely with Material Planners and Suppliers to meet customer requirements.

13. Tracks and evaluates supplier performance.

14. Recommends billing prices for client contract renewals (subject to approval by Logistics and Finance Division Managers).

15. Ensures supplier compliance with IL SOPs during delivery (e.g. 3 copies of Delivery Receipt, PO, MSDS, and COA).

B. Supplier Management Duties

1. Communicates expectations to suppliers through formal meetings.

2. Conducts Supplier Business Reviews to discuss forecasts and resolve potential issues.

3. Negotiates pricing, delivery schedules, payment terms, and minimum order quantities; drives contract finalization.

4. Promotes supplier productivity and value engineering to reduce costs and lead times.

5. Develops alternative sourcing strategies.

6. Aligns supplier capacity with IL’s future requirements.

7. Gathers market intelligence to anticipate price, quality, or availability changes.

8. Coordinates supplier audits or visits with the Quality Control team.

9. Benchmarks prices and lead times across suppliers and industry peers.

C. Contract Management Duties

1. Reviews historical and projected demand for items to be contracted.

2. Provides suppliers with a forecast, including a disclaimer: “Forecast is not a guarantee of future business.”

3. Secures and evaluates supplier proposals or quotations.

4. Negotiates contract terms, pricing, and payment terms.

5. Finalizes and signs contracts with authorized supplier representatives.

6. Uses finalized contracts as references for issuing POs.

D. Indirect Purchasing Duties

1. Supervises Purchasing Assistant and Purchasing Manager (Indirect Materials & Services) to ensure task completion and timeliness.

2. Reviews and approves POs for indirect materials and services.

3. Initiates improvements to PO issuance, delivery monitoring, and receipt processes.

4. Resolves issues related to indirect materials and services effectively and promptly.

5. Leads the team to maintain performance standards.

6. Launches cost-saving initiatives related to indirect procurement.

Supervision Exercised

Direct Reports:

• Purchasing Clerk

• Purchasing Manager – Indirect Materials and Services