Manager Purchasing Sample Job Description

Manages suppliers and develops purchasing strategies which meet budgetary and other operational requirements of the company.

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Summary

The Purchasing Manager is charged with building and maintaining a strong partnership with internal business owners and related stakeholders. It is a leadership role in the development and execution of procurement category strategies to maximize the value of the services procured for the US Commercial Organization. The Purchasing Manager will be responsible for developing and demonstrating in-depth knowledge of markets, suppliers, services and their cost drivers within each Category (raw materials, printed components, supplies, and services). This role will lead cross-functional teams through strategic category sourcing to deliver breakthrough business benefits. They also lead the direct the work activities of Buyers including the management of activities to ensure that requisitioned materials are sourced with suppliers that meet performance standards at competitive prices.

Job Results & Essential Functions

Contracting Strategies that Meet Corporate Objectives

Essential Functions
  1. Establishes and manages vendor relationships that achieve company’s near- and long-term needs; and serves as the company’s primary representative with vendors for raw materials, packaging materials, capital equipment purchases, and equipment lease agreements.
  2. Identifies opportunities that focus on cost reductions, incremental revenue generation, efficiencies/quality improvements, risk mitigation, industry and supply trends and shifts in technology. Drives best practices and reductions in Total Cost of Ownership (TCO)
  3. Ensures all materials have been evaluated to provide a robust supply chain strategy that meets the objectives of assured supply.
  4. Provides guidance and leadership to the procurement team to insure suppliers meet the corporate objectives and that partnerships are supported, including regularly scheduled business review meetings, alignment of expectations, and alignment to meet long term goals.
  5. Provides thought leadership and innovative strategies for optimizing sourcing effectiveness within the assigned categories.
  6. Develops and maintains strategic relationships with key suppliers to ensure best service and commercial terms, continuous improvement, and innovation.
  7. Negotiates and administers strategic partnership agreements (purchasing and supply agreements) with Key Suppliers.
  8. Develops and monitors timetables to ensure the availability of materials to support new product launch programs.
  9. Provides support and expertise in negotiations and resolution of issues with key suppliers in support of the overall Strategic Plan and annual production planning requirements.

Suppliers Perform As Expected

Essential Functions
  1. Ensures maintenance of supply reliability through the implementation of supplier-related policies and procedures, approval and maintenance of the Approved Supplier List, and facilitation of continuous improvement of the supplier management process.
  2. Chairs the Supplier Review Board, and leads the evaluation of supplier performance. Explores alternative materials and suppliers to assure sources of supply are at optimum cost, quality and service.
  3. Achieves Annual Value Improvements through: Tracking, monitoring and measuring key performance indicators for Supplier Relationship Management.
  4. Develops accurate standard costs and implements cost savings opportunities.
  5. Negotiates settlements with suppliers for issues that could result in financial losses/legal expenses.
  6. Facilitates issue resolution when necessary.
  7. Implements both short and long term corrective actions and process improvements with suppliers to ensure continued product supply and compliance with applicable agreements and regulations.

New Suppliers Qualified

Essential Functions
  1. Reduces business risk and supports new business through the identification of new/alternate source suppliers.
  2. Participates in the qualification of new suppliers in conjunction with QA.
  3. Manages complex, multidisciplinary projects including project spending and project scope changes to ensure that required deliverables are realized within approved spending limits.
  4. Develops detailed project plans and timelines using project management tools such as Microsoft Project, and coordinates and ensures timelines with other departments (QA/Validation, Engineering, Operations, outside Contractors and Vendors, etc.)
  5. Determines project responsibilities by identifying project phases and elements; assigning personnel to phases and elements; reviewing bids from contractors.
  6. Controls project costs by approving expenditures; administering contractor contracts.
  7. Maintains project schedule by monitoring project progress; coordinating activities; resolving problems.
  8. Prepares project status reports by collecting, analyzing, and summarizing information and trends; recommending actions.

Skills & Performance of People Are Appropriate for Business Needs

Essential Functions
  1. Ensures self and staff understand the organization’s vision, values, goals and strategies and their relationship to their daily work.
  2. Manages employee performance by clearly defining job responsibilities and standards of performance; tracking progress against goals; providing clear, thorough, timely feedback; and addressing performance problems and issues promptly.
  3. Helps others to successfully manage organizational change. Facilitates the implementation and acceptance of change within the workplace. Acts as a champion for change. Develops, plans, and follows through on change initiatives. Accepts the ambiguity that comes with change activities.
  4. Understands HR policies and practices and uses them to manage employees.
  5. Ensures money, technology, and staff are allocated to achieve optimal results.
  6. Ensures self and staff keep up-to-date on technical knowledge and developments that impact roles. Uses this information to drive improvements and/or prepare for changing requirements.
  7. Ensures an effective learning environment by coaching employees, orchestrating learning opportunities, and providing relevant, high-impact feedback.

Capital Purchases Meet Company Objectives

Essential Functions
  1. Participates in the development of URS (user required specifications) for capital purchases. Ensures bids and contract terms meet business needs.

Critical Success Factors

Negotiating

Can negotiate skillfully in touchy situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships; can be both direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing.

Business Acumen

Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

Driving Execution

Sets and maintains high performance standards for self and others that support the organization’s strategic plan and holds self and other team members accountable for achieving results; ensures organizational systems, processes and people are aligned to support strategic objectives; regularly evaluates self and team on goal attainment, processes used to achieve goals, and competitive benchmarks.

Talent Builder

Anticipates talents, skills and knowledge that will be needed in the organization; seeks out opportunities to grow people’s capabilities to match those needs; improves the results of others by identifying areas of performance strengths and development opportunities, by providing coaching, mentoring or development opportunities, and by providing clear, behaviorally specific feedback to team members and subordinates; creates a learning environment that ensures associates realize their highest potential, allowing the organization as a whole to meet future challenges.

Position Qualifications

Education & Experience

• Bachelors’ degree in business or technical, MBA (preferred).
• Ten years procurement experience in a FDA/GMP regulated industry, with at least 5-7 years management/supervisory experience.
• Certification by NAPM or APICS is desired.

Skills:
• Proven history of successful cost-reduction
• Demonstrates a sense of urgency and proactive approach that is results-focused- Successful, multi-year track record in purchasing and supply management
• Working knowledge of Business Law and the Uniform Commercial Code (UCC), procurement procedures and U.S. Small Business Administration compliance required.
• Substantial knowledge of all Purchasing services, negotiations, customer focus, influencing & persuasion, ability to interpret business conditions, conflict resolution, and managing change.
• Knowledge/understanding of the following is required: Supply Chain Management, Business Development, Supplier Relations/International Suppliers, Organizational, Technical Knowledge (Product/material), Total Cost Analysis, and Supplier Development.
• Detail oriented with a focus on fact finding and fact based decision-making. Understanding of contracts and commercial code in order to mitigate corporate legal risk. Use of financial analysis/techniques to ensure suppliers are financially stable.
• Use of problem solving and analytical techniques such as SWOT, Root Cause and Fishbone required.

 

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