Purchasing Agents, Except Wholesale, Retail, and Farm Products

Finance

Level 4465 of 1200 points

Job description

Purchasing Agents, Except Wholesale, Retail, and Farm Products

Job purpose

To purchase the machinery, equipment, parts, supplies, services and raw or semifinished materials the organisation needs, and to negotiate and administer the contracts under which they are supplied, so that the right quality is obtained at a reasonable price and in the correct quantity, on time and within the law.

Skills

Knowledge of procurement and contracting practice — bid solicitation, purchase ordering, price and cost analysis, supplier appraisal and contract administration — with a working technical knowledge of the goods and services bought and of the laws and regulations governing purchasing. Draws on business and management principles, customer service, mathematics and accounting, and requires written English suitable for specifications and contracts. Most incumbents hold a bachelor's degree, with smaller numbers holding a post-baccalaureate certificate, an associate's degree or school-level education, together with several years of related experience and on-the-job training.
Negotiates, renegotiates and administers contracts with suppliers and vendors, where persuasion and the reconciling of differing positions are central. Confers with staff, users and vendors over defective or unacceptable goods to determine corrective action, and handles complaints and disputes over supply. Advises internal users, trains and directs purchasing staff, and represents the organisation at trade shows and supplier visits, including occasional public speaking.
Determines what constitutes a reasonable price by analysing price proposals, financial reports and market data, and evaluates suppliers on price, quality, service, availability, reliability, production and distribution capability and reputation. Weighs quality against cost and delivery risk where no single answer is prescribed, resolves problems arising from undelivered or defective goods, and tracks market conditions, price trends and futures markets.
Plans purchasing ahead of demand, studying sales records and stock levels to develop strategic purchasing programmes, and formulates procurement and bid procedures. Determines own priorities and schedules the function's work, while lead times, user requisitions and contract deadlines set much of the timetable.
Work is carried out at a desk, with meetings and visits to suppliers' plants and distribution centres. No manual handling or dexterity demands.

Responsibilities

Hires, trains and supervises purchasing clerks, buyers and expediters, setting standards, monitoring performance and coaching them, and is accountable for their work.
Commits organisational expenditure: prepares purchase orders, solicits and analyses bid proposals, reviews requisitions, negotiates contract prices and terms, and arranges the payment of duty and freight charges. Buys the required quality at the lowest available price and in the correct amounts, exercising real discretion over supplier choice and price within procurement policy, delegated authority and applicable law, and monitors contract performance for compliance.
Responsible for what is bought and the stock it becomes: writes and reviews product specifications, monitors shipments to ensure goods arrive on time, reviews inventory levels, and pursues undelivered or defective goods with suppliers.
Maintains computerised and manual records of purchased items, costs, deliveries, product performance and inventories, and holds contracts, bid documents and price proposals. Much of this material is commercially confidential, its accuracy underpins contract enforcement and payment, and error affects organisational results.

Effort required

Frequent decision making on purchases and contracts, requiring exactness in specifications, quantities, prices and terms, and analytical attention to market data. Transactional work repeats, while contract and supply problems require judgement on incomplete commercial information under time pressure.
Bargaining and contract disputes require composure and self-control, and contact with unpleasant, angry or discourteous people arises when supply fails or terms are contested. Purchasing decisions are made in a competitive supply market and carry consequences for colleagues and organisational results.
Predominantly seated desk and meeting work. No lifting or exertion.

Working conditions

Indoor office work in controlled conditions without physical hazard. A very high volume of contact by telephone, e-mail, letter and face-to-face discussion, with suppliers as much as colleagues, and occasional exposure to discourteous or angry behaviour.
Almost all incumbents work a regular established schedule, a small proportion on an irregular pattern following production demands or contract duration; the working week is evenly divided between standard and longer hours. Considerable freedom to determine priorities, and genuine discretion in buying, exercised within procurement policy, budgetary limits and regulation set elsewhere.

Skills

40% · 231 points▾

KnowledgeLevel 4 of 8
72 of 144 points
Factual and theoretical knowledge in broad contexts within a field of work. The job requires a range of thinking and practical knowledge to find solutions to specific problems in the job or study area.
Interpersonal and communication skillsLevel 3 of 5
58 of 96 points
Effective communication and interpersonal relationships. The job holder is required to adapt communication to different audiences and foster trust, cooperation and positive working relationships.
Problem-solving skillsLevel 3 of 5
58 of 96 points
Variable problems. The job involves dealing with different kinds of problems that require careful thinking, research into different options or adjusting existing ways of doing things. Guidance and resources may be limited.
Planning and organisational skillsLevel 3 of 5
43 of 72 points
Moderate organisational skills required. The job requires the organising and prioritising of multiple tasks, with some level of adjustment to plans on the basis of changing circumstances or deadlines.
Physical skillsLevel 0 of 5
0 of 72 points
Not applicable. The job does not require any particular physical skills (although there is likely to be some physical activity).

Responsibility

35% · 143 points▾

PeopleLevel 3 of 5
86 of 144 points
Moderate responsibility for people. The job includes overseeing or coordinating the work and well-being of others. This may involve supervising, providing regular support, managing conflicts, responding to an individual's needs and ensuring the personal and professional development of individuals.
Goods and equipmentLevel 0 of 5
0 of 84 points
Not applicable. The job does not involve any responsibility for goods or equipment.
InformationLevel 2 of 5
38 of 96 points
Limited responsibility for information. The job requires the individual to gather, process or share information in a controlled way, following guidelines or predefined procedures.
Financial resourcesLevel 1 of 5
19 of 96 points
Very limited responsibility for financial resources. The job involves handling small amounts of cash or processing simple transactions, such as recording expenses or maintaining basic financial records.

Effort

15% · 67 points▾

Mental effortLevel 2 of 5
24 of 60 points
Moderate mental effort. The job involves tasks that require focus, such as analysing straightforward information or performing repetitive tasks that require attention to detail.
Psychosocial and emotional effortLevel 3 of 5
43 of 72 points
Moderate psychosocial and emotional effort. The job requires the regular management of emotional responses, such as dealing with sensitive or challenging individuals or situations.
Physical effortLevel 0 of 5
0 of 48 points
Not applicable. The job does not require any physical effort.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.