Purchasing and Supply Chain officer

Al Mana

Doha, Qatar

Ref: HP129-127

Job description / Role

Employment: Full Time

Responsible for implementing the supply chain and logistics operations in Qatar. Coordinate with logistics and warehouse operations employees to direct daily supply chain operations. Ensure timely receipt of products from supplier to the stores, food and beverage outlets, and customers in accordance with purchase order requirements while ensuring the monitoring and management of all logistics functions. Ensure optimal inventory levels are maintained.

Detailed Roles and Responsibilities:

Financial:
• Sourcing and negotiating prices, services and of contracts with suppliers, vendors and foreign forwarders
• Sign up long-term agreements to ensure Al Mana benefits from competitive rates
• Establish logistics hubs to consolidate shipments to reduce freight costs
• Set up warehouses and distribution centers to support Al Mana operations
• Establish and monitor specific supply chain-based performance measurement systems
• Monitor overall performance of logistics and procurement activities and report deviations to the Operations Managers/Financial Controller/ Managing Director
• Assist other departments in preparation of the annual budgets and forecasts by providing relevant estimates
• Review and approve purchasing quotations as per policies
• Review all invoices submitted by suppliers and subcontractors against original orders and approve for payment
• Schedule payments in coordination with General Managers, Operations Managers and Accounts Department
• Negotiate and arrange transport of goods with shipping or freight companies
• Determine method of shipment and prepare bills of lading, invoices and other shipping documents
• Check import/export documentation to determine cargo contents and classify goods into different fee or tariff groups, using a tariff coding system
• Review logistics KPI’s periodically towards targets, benchmarks and service agreements
• Review invoices, work orders, consumption reports and inquire forecasts to estimate peak delivery periods
• Ensure all related insurance claims are handled expeditiously
• Maintain logistics metrics, reports, process documentation, customer service logs, and training and safety records
• Monitor forecasts and quotas to identify changes or to determine their effects on supply chain activities, such as routing, shipping modes, product volumes or mixes, or carriers
• Monitoring and benchmarking freight charges for each brand to maximize profit margins
• Recommend optimal transportation modes, routing, equipment, or frequency
• Analyze inventories to determine how to increase inventory turns, reduce waste or optimize customer service
• Manage activities related to strategic or tactical purchasing, material requirements planning, inventory control, warehousing or receiving

Customer:
• Ensure that employees maintain the highest standards of professional conduct, ethics, integrity and control in execution of all supply chain operations
• Negotiate with suppliers or customers to improve supply chain efficiency or sustainability
• Follow up with customs and coordinate with the different shipping companies in Qatar and internationally
• Coordinate between logistics and inventory to ensure efficient and cost effective support operations
• Coordinate with internal and external team to ensure the desired logistics objectives, priorities and schedules are met and communicated at all levels
• Collaborate with other departments as necessary to meet customer requirements as well as to take advantage of sales opportunities or in the case of shortages to be able to minimize negative impact on the operations
• Respond to employee or supplier questions and complaints regarding storage and distribution services
• Implement specific customer requirements, such as internal reporting or customized transportation metrics
• Maintain positive working relationships with government agencies (Customs, QAS, and Chamber of Commerce)

Internal Business Processes:
• Develop or update supply chain practices in accordance with new or changing policies, standards, regulations or law
• Assign work activities, projects and programs, monitoring, reviewing and evaluating workflow
• Develop effective communications and integrate processes with all foreign suppliers
• Review agreements with new brands and negotiate better terms whilst ensuring no disparity
• Obtain corporates rate for logistics fees
• Coordinate with new brands and formulate processes between the division and the forwarder
• Streamline better transit times to ensure goods are received on time
• Establish objectives, guidelines and operations policies and procedures with regards to Logistics and ensure their timely execution
• Transform strategies and objectives into short, medium and long-term plans, and oversee the execution of these plans to support business operations and expansion
• Oversee coordination with project development team during new shop openings and ensure goods (Furniture/light fixtures/flooring etc.) are delivered to the site on time. Ensure insurance claims for missing or damaged items are logged
• Direct inbound or outbound logistics operations, such as transportation or warehouse activities, safety performance, or logistics quality management
• Direct or coordinate comprehensive logistical or reverse logistical functions for product life cycles, including acquisition, distribution, internal allocation, delivery, recycling, reuse, or final disposal of resources
• Oversee implementation of procedures and controls in the department. Ensure compliance with set Logistics policies and procedures
• Supervise all negotiation and communication activities with suppliers to ensure obtaining best quality and value of purchases.
• Monitor and supervise contracts and agreements to ensure that all requirements are met.
• Ensure and control the efficient storage of merchandise according to standard quality measures and procedures
• Plan delivery timetables and oversee scheduling of delivery vehicles
• Interact with suppliers to ensure complete documentation (Permits, certification, licenses, etc.) is provided and oversee customs proceedings that include clearance in seaport and land customs to avoid any extra charges
• Implement corrective actions to ensure correct handling and storage of all goods and materials
• Determine cargo transportation capabilities throughout documents that set forth cargo loading and securing procedures, capacities, and stability factors.
• Monitor product import or export processes to ensure compliance with regulatory or legal requirements
• Develop risk management programs to ensure continuity of supply in emergency scenarios
• Communicate freight transportation information to Operations to improve efficiency, speed, and quality of services
• Review global, national, or regional transportation or logistics reports for ways to improve efficiency or minimize the environmental impact of logistics activities
• Providing Management with solutions for any foreseen issues arising from forecast variation order fluctuation, production over usage
• Follow up products through depots to make sure they arrive at their destination

Learning and Growth:
• Identify and manage risk within the supply chain
• Stay informed of related technology advances and apply appropriate technology in order to improve the process
• Ensure compliance with legal requirements related to Logistics and Supply Chain
• Conduct meetings with team to discuss the progress of ongoing activities, elaborate on new ideas and plans, solve problems and review continuous improvement initiatives
• Maintain high ethical and confidentiality standards in dealings with Management, employees, brands, suppliers, vendors, and other parties

Requirements

• University degree in Business Administration or similar field from a recognised university
• 7-9 years of experience in a Logistics function Food and Beverage industry

About the Company

Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.

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