Purchasing Managers

Finance

Level 6601 of 1200 points

Job description

Purchasing Managers

Job purpose

To plan, direct and coordinate the organisation's purchasing and contract management activity and the buyers and purchasing staff who carry it out, so that materials, equipment, supplies and services are obtained on competitive terms, within policy, and are available when needed.

Skills

Knowledge of purchasing and contract management practice; of the law and regulation bearing on contracts, bid awards and claims; of economics and accounting sufficient to analyse costs, control a budget and build savings plans; of market and delivery systems and product specifications; and of personnel practice sufficient to hire and train staff. Bachelor's degree is the norm, with meaningful minorities holding a post-secondary certificate, an associate's degree or a master's, together with several years of related experience.
Represents the organisation in negotiating contracts and formulating policy with suppliers, locates and interviews vendors to establish product availability and terms of sale, and resolves vendor and contractor grievances and claims. Directs, coaches and trains the staff engaged in buying and distribution, prepares bid awards requiring board approval, reports to management on market conditions and merchandise costs, and deals directly with external customers.
Analyses market and delivery systems to assess present and future material availability, develops cost reduction strategies and savings plans, approves specifications for issuing and awarding bids, contributes to specifications for substitute materials, and reviews purchase order claims and contracts for conformance to policy. Problems combine commercial, legal and supply considerations; policy provides a framework, but judgement on price, quality and availability rests with the postholder.
Develops and implements purchasing and contract management instructions, policies and procedures, sets the objectives and strategy of the function, controls departmental budgets, administers online purchasing systems, and schedules and coordinates the work of buying and distribution staff. Determines the department's tasks, priorities and goals, and does so under sustained time pressure.
Work is carried out at a desk and in meetings, using purchasing and business systems, with sustained sitting and keyboard use. No manual handling demands.

Responsibilities

Manages the purchasing function and its staff, directing and coordinating the personnel engaged in buying, selling and distributing materials, equipment and supplies. Interviews and hires staff, oversees their training, sets performance standards and coaches individuals. Accountable for the work outcomes and results of those staff.
Controls purchasing department budgets and commits substantial expenditure on the organisation's behalf: prepares and processes requisitions and purchase orders, approves bid specifications, negotiates contract terms with suppliers, and develops cost reduction strategies and savings plans. Awards beyond the delegated authority of the function are prepared for board approval.
Responsible for the materials, equipment and supplies procured and for the records of goods ordered and received, for the administration of online purchasing systems, and for the disposal of surplus materials. Coordinates distribution activity, without custody of production plant.
Accountable for the purchasing record: contracts, purchase orders, claims, vendor files and the reports on market conditions and merchandise costs on which management relies. This material carries contractual weight, exactness is important throughout, and decisions taken on it affect co-workers and company results.

Effort required

Weighs price, quality, availability and contractual risk against incomplete market information, and reads contracts, claims and specifications closely for conformance to policy. Decisions are taken frequently and under time pressure, alongside a very high volume of contact by e-mail, telephone and face-to-face discussion with suppliers, staff and internal customers.
Negotiation and conflict are inherent in the work: settling vendor and contractor grievances and claims, holding a commercial position with vendors in a competitive market, and handling staffing and performance matters within the department. Requires composure, self-control and personal accountability for the terms agreed.
Predominantly seated office work. No lifting or exertion.

Working conditions

Indoors in an environmentally controlled office, without exposure to hazardous conditions, contaminants, noise or outdoor weather. The exposure is commercial and interpersonal: continuous dealings with suppliers, contractors and customers, conflict situations arising from grievances and claims, and competitive pressure on cost and supply.
Nearly nine in ten incumbents work a regular established schedule; about half work a standard week and half longer. Time pressure is sustained and decisions are made frequently, with impact on co-workers and company results. Operates with considerable freedom to determine tasks, priorities and goals within purchasing policy and the approval thresholds set above.

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% · 281 points▾

PeopleLevel 4 of 5
115 of 144 points
High level of responsibility for people. The job involves significant responsibility for the well-being and development of others. This includes making decisions that affect others' jobs, tasks or welfare, such as managing teams, providing care, teaching or ensuring psychological safety. It can also include hiring, evaluating, motivating, coaching and leading workers.
Goods and equipmentLevel 3 of 5
50 of 84 points
Moderate responsibility for goods or equipment. The job involves the regular use and maintenance of more valuable equipment or materials. It may include managing resources or ensuring equipment stays in good condition.
InformationLevel 3 of 5
58 of 96 points
Moderate responsibility for information. The job involves managing information to ensure it is accurate, of high quality and secure. The job holder may make decisions about the handling of sensitive data.
Financial resourcesLevel 3 of 5
58 of 96 points
Moderate responsibility for financial resources. The job requires handling significant financial resources, including managing budgets, overseeing expenditures, being accountable for spending and participating in financial decision-making.

Effort

15% · 65 points▾

Mental effortLevel 3 of 5
36 of 60 points
High level of mental effort. The job involves frequent concentration on complex tasks that require considerable mental effort, such as interpreting complex data.
Psychosocial and emotional effortLevel 2 of 5
29 of 72 points
Occasional psychosocial and emotional effort. The job requires occasional involvement in emotionally demanding situations, such as handling minor conflicts or dealing with upset individuals.
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.