Purchasing Executive

I. GENERAL INFORMATION

Job Title: Procurement Executive

Department: Supply Chain

Direct Reports: Supply Chain Manager

Report to: COO

II. FBO

Responsible for sourcing, evaluating, negotiating, and managing suppliers for:

- Cosmetic products (OEM/ODM)

- POSM & marketing materials

- Packaging

Ensure cost efficiency, quality compliance, and on-time delivery to support business and product launch plans.

a. Key Responsibilities:

What are the 5 - 7 Responsibilities for this position?

- What are the most frequent and most important essential work activities, teams, and outcomes they are responsible for?

1. Purchasing & Supplier Management

Source and evaluate suppliers for packaging materials, POSM, marketing materials, office supplies, and other indirect procurement categories.

Obtain quotations, negotiate pricing, payment terms, lead time, and service agreements with suppliers.

Issue Purchase Orders (POs) and monitor order fulfillment.

Manage supplier database and maintain strong supplier relationships.

Conduct periodic supplier performance evaluations regarding quality, cost, delivery, and service.

2. OEM/ODM Factory Coordination

Coordinate with OEM/ODM cosmetic manufacturers on product development, production planning, and delivery schedules.

Follow up on production timelines to ensure products are manufactured and delivered according to agreed schedules.

Work closely with R&D, Regulatory, Quality, and Marketing teams to align product specifications, packaging requirements, artwork approvals, and launch timelines.

Monitor inventory levels and forecast purchasing requirements with manufacturing partners.

Support cost analysis and quotation comparison for new product development projects.

Handle communication and issue resolution with factories regarding production delays, quality concerns, or specification changes.

3. Cost Control & Procurement Administration

Monitor procurement budgets and identify cost-saving opportunities.

Ensure procurement activities comply with company policies and procedures.

Prepare procurement reports, purchase tracking reports, and supplier performance reports.

Maintain accurate procurement records, contracts, and supporting documentation.

4. Cross-functional Collaboration

Collaborate with Supply Chain, Planning, Marketing, Finance, and Product Development teams to ensure smooth procurement operations.

Support new product launches by coordinating sourcing activities and supplier readiness.

Participate in continuous improvement initiatives to enhance procurement efficiency and supply reliability.

b. KPIs:

What are the 3 5 Key Performance Indicators will this position be measured against?

- Cost saving (% so với budget)

- On-time delivery rate

- Production lead time

- Product / POSM defect rate

- Qualified supplier base development

Yêu cầu công việc

Education

- Bachelor's Degree in Supply Chain, Business Administration, Economics, International Trade, or related fields.

Experience

- Minimum 2–3 years of experience in Purchasing, Procurement, Supply Chain, or related functions.

- Experience working with OEM/ODM manufacturers, preferably in cosmetics, beauty, FMCG, or consumer goods industries.

- Experience in supplier sourcing and contract negotiation is preferred.

Skills & Competencies

- Strong negotiation and communication skills.

- Good analytical and cost management abilities.

- Strong organizational and follow-up skills.

- Proficiency in Microsoft Excel and ERP systems.

- Ability to manage multiple projects and deadlines simultaneously.

- English communication skills are preferred.