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Purchase Coordinator - Jeddah (Male)

Summary:

Purchase coordinator ensures the maintenance of prices in system and provides information for the estimated / actual landed costs. In addition, the Purchase Admin. Coordinator manages the inventory operations and monitors the logistics operations with the help of the logistic team.

As a key role in the organization, Purchase Admin. Coordinator must display a capacity to fully stand the values of Chalhoub Group: Respect Fairness, Integrity, Humility, ExcellenceRole Model, Commitment and Efficiency and Entrepreneurial SpiritLeadership, Ingenuity and Team Spirit.

 

 Purchase orders

 

  • Enter purchase orders in system (novelties and replenishment)
  • Process all purchase orders in system, including non-good items ordered by Marketing
  • Maintain up-to-date order book at all time

 

  • Perform operations on back-orders in system
  • Follow-up with suppliers and update system on back-orders
  • Send special orders to supplier
  • Follow up on deliveries with suppliers

 

Item creation and pricing

 

Item creation

  • Validating local data from item master data file (newly created items) send by MDM.
  • Provide all information for item creation for local purchases with no owner at the Group level  (e.g. direct purchase by local teams such as watches, watches, sun glasses for beauty stores, items in Kuwait’s visitors stores).
  • Maintain characteristics (traits) for item in system by location (store, warehouse), e.g. item status (discontinued/inactive), consignment flagging, etc.

 

  • Perform execution of revised prices in system
  • Ensure that maintenance of prices (price markdowns, promotions in stores) is performed  correctly and on time in the system and conduct the proper self-checking
  • Escalate immediately issues in price maintenance (e.g. promotions) to IT and local merchandise team
  • Perform correct and timely re-entry in system after error has been detected
  • Perform accurate calculation on initial and revised Estimated Landed Cost
  • Make a proposal to regional merchandise team on initial and revised Estimated Landed cost
  • Submit to Finance the revised Actual Landed Cost if revision exceeds thresholds
  • Enter the new Estimated Landed cost in the system or revised ELC after validation from Regional merchandise manager and finance
  • Collect actual  costs  for each delivery from different sources and enter Actual Landed Cost in the system

Inventory Management

 

  • Perform inventory management operations in system and raise debit/credit notes to suppliers for goods
  • Execute inter-country transfers in system
  • Follow-up with Logistics team on documentation and physical execution
  • Perform entry of purchase orders of goods in the system correctly and in time as per instructions from local merchandise analyst
  • Perform entries in system for inventory management as per instructions from local merchandise analyst (store to store transfers, store to warehouse transfers, returns to vendors, transfers of temporary stock loans to special account
  • Identify reasons for discrepancies in invoice matching in system (price or quantity), make a report to regional merchandise team to take a decision on resolution if needed and introduce new invoices in system for resolution of discrepancies
  • Raise replacement purchase orders or debit / credit notes in the system as per the instructions from local merchandise analyst
  • Issue insurance claim for damage during delivery or defective item and liaise with insurance department if needed
  • Collaborate  with stock controllers, commercial teams  and local merchandise analyst to identify reasons for negative stocks in the system in stores and warehouses and perform approved  adjustments after resolution
  • Issue orders for repairs
  • Stock Liquidation
  • Follow-up with Factory outlet team on transfers of items selected for liquidation
  • Execute RTV in system for discontinued items Organize returns with suppliers and logistics

KPIs: Purchase, ordering, pricing inventory management and stock liquidation

  • Percentage of errors in POs (actual vs. minimal level)
  • Processing time (e.g. sum of (PO processing – PO fulfillment date) / # PO) – actual vs. target
  • Percentage of error in price entry (actual vs. minimal level)
  • Lead time for price entries (actual vs. target)
  • Logistics & Deliveries

 

Monitor that logistics operations are performed by Logistics team correctly and on time

  • Communicate delivery planning schedule established by the regional team to logistics team, coordinate with Logistics team to ensure that delivery of goods to stores and warehouses happen within planning agreed with supplier, with full quantity requested and with minimal damage and discrepancies and prepare documentation for custom clearance on particular shipment, if requested by logistics team
  • Communicate the dispatch list for shipment arriving at the warehouse according to store classification
  • Escalate delays of deliveries and variances to regional merchandise team (if needed)
  • Assess suppliers on standard delivery KPIs (lead time, damage) on a regular basis and communicate assessment to Regional merchandise team
  • Gather detailed delivery KPIs by stores ( lead time, damage, etc..), perform detailed analysis on service levels by store and report them to the region in the template provided (lead time monitoring document)
  • Provide inputs on supply chain costs if needed
  • Monitor benchmark and performance KPIs of supply chain, in particular warehousing and report them to regional team
  • Communicate to logistics team the tactical operations during delivery (clubbing, change of incoterm etc) as per the instructions from Merchandise manager and monitor their execution
  • Prepare credit / debit notes to suppliers in case of variances and discrepancies at deliveries (escalated to Regional merchandise manager if issues)
  • Prepare claims to insurance companies if discrepancies is due to logistics chain (e.g feight forwarder, transporter)
  • Ensure that discrepancies and other negative stocks identified during cycle counting in warehouses are addressed on time and as per group's guidelines
  • Follow-up on investigations on damages in warehouse
  • Provide information regarding recurring defective items
  • Template & reports
  •  
  • Provide information as per regional templates
  • Provide monthly reports on purchase actuals vs. budget by categories by store, as per pre-defined regional templates

 

 

Ideal Profile

 

Education

University Degree in Business

Previous experience

Mini 1 year of relevant experience

Linguistic Skills

English

n Excellent           Good                Fair              Preferable           Not Required

Arabic

    Excellent           Good                Fair              n Preferable           Not Required

French

Excellent           Good                Fair              n Preferable           Not Required