Procurement Officer

JOB DESCRIPTION: PROCUREMENT OFFICER

JOB PURPOSE

To coordinate and execute the procurement of fabrics, trims, garment accessories, production materials and other operational requirements to ensure the timely availability of quality materials at competitive costs. The role is responsible for identifying and managing reliable suppliers, negotiating favourable commercial terms, ensuring compliance with approved material specifications and procurement procedures, and maintaining effective procurement records and inventory controls to support uninterrupted production operations.

KEY DUTIES AND RESPONSIBILITIES

A. Procurement Planning and Execution

• Receive, review and consolidate purchase requisitions from production and other user departments to establish procurement requirements and priorities.
• Coordinate the sourcing and procurement of fabrics, trims, garment accessories, packaging materials and other production inputs in line with approved specifications and production schedules.
• Prepare and process purchase orders in accordance with approved requisitions, budgets and procurement procedures.
• Monitor procurement lead times and follow up on outstanding orders to ensure materials are delivered within the required production timelines.
• Coordinate with production and stores teams to anticipate material requirements and minimise production disruptions arising from material shortages.
• Maintain an effective procurement schedule and provide regular updates on order status, delivery timelines and potential supply constraints.

B. Supplier Sourcing and Relationship Management

• Identify, evaluate and recommend reliable suppliers and manufacturers of fabrics, trims, garment accessories and other production materials.
• Conduct supplier market research to identify competitive sources, alternative suppliers and emerging market opportunities.
• Obtain and evaluate supplier quotations based on price, quality, specifications, lead times, reliability and payment terms.
• Negotiate competitive prices, favourable payment terms, delivery schedules and other commercial conditions.
• Maintain an updated supplier database and records of supplier capabilities, pricing, performance and compliance documentation.
• Develop and maintain productive working relationships with suppliers to support consistent supply, quality and service delivery.
• Monitor supplier performance and escalate recurring issues relating to quality, pricing, delivery delays or service reliability.

C. Textile Materials and Quality Management

• Apply practical knowledge of different fabric types, textile compositions, GSM (grams per square metre), fabric construction, finishes, colours and other relevant technical specifications when sourcing materials.
• Verify that procured fabrics, trims and accessories conform to approved samples, technical specifications and quality standards.
• Liaise with production and quality assurance teams to clarify material specifications and resolve discrepancies between ordered and delivered materials.
• Coordinate the submission and evaluation of fabric samples, swatches and other material samples before purchase approval where necessary.
• Follow up on rejected, defective or non-conforming materials and coordinate corrective action, replacements or supplier claims.
• Maintain accurate records of approved material specifications, samples and supplier quality assessments.

D. Inventory and Cost Management

• Monitor stock levels and coordinate with stores and production teams to establish replenishment requirements.
• Ensure procurement activities are aligned with production consumption rates, approved stock levels and operational requirements.
• Identify opportunities to reduce procurement costs through effective sourcing, price negotiations, bulk purchasing and supplier consolidation.
• Monitor material prices and market trends to support cost-effective procurement decisions.
• Minimise excess purchasing, material obsolescence, unnecessary stock accumulation and emergency procurement.
• Support the reconciliation of purchase orders, delivery notes, goods received notes and supplier invoices.
• Monitor procurement expenditure against approved budgets and report material cost variances.

E. Procurement Administration and Reporting

• Maintain accurate and up-to-date procurement records, including purchase requisitions, quotations, comparative statements, purchase orders, delivery records and supplier invoices.
• Ensure procurement transactions are properly authorised and supported by the relevant documentation.
• Prepare periodic procurement reports highlighting orders placed, pending deliveries, procurement expenditure, supplier performance and outstanding issues.
• Maintain procurement records and documentation in accordance with company policies and applicable statutory and regulatory requirements.
• Support internal and external procurement audits by providing accurate documentation and transaction records.
• Identify procurement process inefficiencies and recommend improvements to enhance operational effectiveness and accountability.

F. Internal Coordination and Stakeholder Management

• Work closely with production, stores, quality assurance, finance and other user departments to ensure procurement requirements are properly understood and fulfilled.
• Communicate potential supply constraints, delivery delays, price fluctuations and material quality concerns to the relevant stakeholders.
• Participate in production planning and procurement review meetings as required.
• Provide timely feedback to internal stakeholders on procurement progress and outstanding requirements.
• Ensure procurement activities support production continuity, operational efficiency and the company's overall business objectives.

JOB REQUIREMENTS

Academic and Professional Qualifications

• Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supplies Management, or a related field.
• Professional procurement qualifications such as CIPS or an equivalent qualification will be an added advantage.
• Membership or eligibility for membership in a relevant professional procurement body will be an added advantage.

Relevant Work Experience

• Minimum of three (3) years' relevant experience in procurement, preferably within the textile, garment manufacturing or apparel production industry.
• Demonstrable experience in sourcing and procuring fabrics, trims, garment accessories and other textile production materials.
• Practical experience in supplier identification, price negotiations, purchase order management and supplier performance monitoring.
• Experience working in a production-oriented environment with time-sensitive material requirements.
• Proficiency in Microsoft Office applications, particularly Excel, and procurement or ERP systems.
• Good numerical, analytical and cost evaluation skills.
• Understanding of procurement documentation, controls and compliance requirements.