Department: Administration
Reporting To: Finance Controller / Production GM / CFO

Job Purpose

To manage centralized procurement of feed raw materials, farm consumables, veterinary medicines, vaccines, equipment, and piggery supplies across multiple units. The role ensures cost-effective purchasing, supplier management, timely availability of goods, and strict compliance with company policies and biosecurity standards.

Key Responsibilities

1. Procurement Planning & Strategy

• Consolidate requirements from poultry farms, piggery units, and vet medicine division into a centralized procurement plan.
• Develop annual/quarterly/monthly procurement schedules for feed ingredients, medicines, vaccines, equipment, and consumables.
• Identify opportunities for bulk purchase discounts and cost savings.
• Ensure procurement aligns with budget limits and financial policy.

• Identify, evaluate, and register reliable suppliers for feed, medicines, vaccines, piggery inputs, and equipment.
• Negotiate pricing, credit terms, and long-term contracts.
• Maintain supplier database with performance evaluation records (quality, timeliness, service).
• Ensure suppliers comply with quality, legal, and biosecurity standards.

3. Purchase Process Management

• Prepare and float RFQs/RFPs (Request for Quotation/Proposal) as per requirements.
• Conduct comparative analysis of quotations and recommend best value procurement.
• Ensure purchase orders (POs) are issued with proper authorization.
• Track order confirmations, deliveries, and ensure timely receipt of goods.

4. Inventory & Store Coordination

• Coordinate with central storekeeper for stock levels and reorder points.
• Implement just-in-time (JIT) supply approach where feasible.
• Monitor expiry dates for medicines and vaccines to minimize wastage.
• Ensure FIFO/FEFO compliance in collaboration with stores.

5. Compliance & Documentation

• Maintain complete records of purchase requisitions, supplier quotations, approvals, and purchase orders.
• Ensure all procurement complies with company policy and audit standards.
• Assist in internal and external audits by providing procurement documentation.
• Ensure compliance with taxation (VAT, customs duties, import regulations).

6. Reporting & Analysis

• Submit weekly/monthly procurement status reports (orders placed, pending, delivered, savings achieved).
• Provide cost analysis of poultry feed ingredients, piggery supplies, and medicines.
• Highlight risks such as price volatility, supplier dependency, and stockouts.
• Recommend cost-saving measures and vendor development strategies.

Key Performance Indicators (KPIs)

• Cost savings achieved through negotiation/bulk purchase.
• Timeliness of procurement vs. demand (zero stockouts).
• Supplier on-time delivery rate (>95%).
• Compliance with procurement SOP & financial policy.
• Reduction in expiry-related wastage of medicines/vaccines.