Assistant Purchase Manager

To manage and execute procurement activities for raw materials, packaging materials, consumables and other requirements of the food manufacturing unit, ensuring right quality, right quantity, right price, and timely delivery while maintaining optimum inventory levels. Role & responsibilities

Key Responsibilities

1. Procurement & Vendor Management

• Handle day-to-day procurement of raw materials, packaging materials, consumables, spare parts, and other factory requirements.
• Identify, evaluate, and develop reliable suppliers.
• Obtain quotations, negotiate prices, payment terms, delivery schedules, and other commercial terms.
• Prepare comparative statements and purchase orders as per company procedures.
• Maintain strong relationships with existing vendors and develop alternate sources.

2. Food Industry Raw Materials

• Procure food ingredients such as spices, oils, vegetables, fruits, preservatives, additives, grains, pulses, and other ingredients as applicable.
• Ensure procurement is made only from approved and qualified suppliers.
• Coordinate with Quality/QA teams for supplier approval, specifications, COA, food safety and quality requirements.
• Monitor seasonal availability and price fluctuations of agricultural commodities.

3. Packaging Materials

• Manage procurement of bottles, jars, pouches, labels, cartons, caps, containers, films and other packaging materials.
• Coordinate with Production, Quality and Stores to ensure packaging specifications are met.
• Monitor consumption and ensure uninterrupted availability of critical packaging materials.

4. Cost Control & Negotiation

• Negotiate with suppliers to achieve competitive pricing and favourable commercial terms.
• Track market prices and identify cost-saving opportunities.
• Develop alternate suppliers to reduce procurement costs and supply risks.
• Analyse purchase price variations and prepare cost comparison reports.

5. Inventory & Supply Planning

• Coordinate with Production Planning, Stores teams to understand material requirements.
• Ensure timely availability of materials and avoid production stoppages due to shortage.
• Monitor minimum/maximum stock levels and reorder points.
• Control excess and slow-moving inventory.

6. Purchase Order & Documentation

• Prepare and release purchase orders after appropriate approvals.
• Follow up with suppliers for order confirmation and timely dispatch.
• Maintain proper purchase records, quotations, comparative statements, approvals and vendor documentation.
• Ensure procurement is in accordance with company policies and authorization limits.

7. Supplier Performance

• Monitor suppliers based on quality, price, delivery, service and compliance.
• Conduct periodic vendor performance reviews.
• Resolve issues related to delayed deliveries, quality rejection, quantity discrepancies and commercial disputes.

8. Coordination

• Work closely with Production, Quality Assurance, Stores, Finance, R&D/NPD, Maintenance departments.
• Coordinate with Finance regarding vendor payments, outstanding invoices and credit terms.
• Support new product development by sourcing new ingredients and packaging materials.

Key Skills Required

• Strong negotiation and vendor management skills.
• Knowledge of food ingredients and packaging materials.
• Good understanding of procurement processes and supply chain management.
• Market knowledge of food raw materials and commodities.
• Analytical and cost-comparison skills.
• Good communication and interpersonal skills.
• ERP/SAP/Tally or other procurement software knowledge.
• Good Excel skills, including Pivot Tables and VLOOKUP/XLOOKUP.
• Ability to handle multiple purchases and urgent requirements.
• Problem-solving and decision-making ability.

Key Performance Indicators (KPIs)

• Purchase cost savings.
• On-time delivery of materials.
• Reduction in material shortages and production stoppages.
• Vendor performance and quality compliance.
• Inventory turnover and inventory carrying cost.
• Purchase price variance.
• Development of alternate/competitive suppliers.
• Compliance with approved procurement procedures.

Preferred Experience

Candidates with experience in food processing, FMCG, spices, pickles, sauces, ready-to-eat foods, beverages, or other food manufacturing industries will be preferred.

Ideal candidate: A procurement professional who can independently handle vendor development, price negotiation, food raw-material procurement, packaging procurement, inventory coordination and purchase planning while ensuring uninterrupted production at optimum cost.