Overview

Purchasing Manager Jobs in Mussafah at ILFORNO GROUP UAE

EXCELLENCE FOOD STUFF GENERAL TRADING

JOB DESCRIPTION – PURCHASING MANAGER

Job Title: Purchasing Manager
Department: Procurement / Purchasing
Reports To: General Manager / Managing Director
Location: United Arab Emirates
Employment Type: Full-Time

1. JOB PURPOSE

The Purchasing Manager is responsible for managing and controlling the company’s purchasing activities to ensure the timely procurement of food products, beverages, packaging materials, cleaning supplies, equipment, and other operational requirements at the best possible price and quality.

The position is responsible for developing reliable supplier relationships, negotiating favorable commercial terms, monitoring purchasing costs, ensuring product availability, and maintaining an efficient procurement process in line with the company’s operational and financial objectives.

2. KEY RESPONSIBILITIES

A. Procurement & Purchasing

  • Manage the complete purchasing process from purchase requisition to purchase order and delivery.
  • Review purchasing requests from the company’s restaurants, central kitchen, warehouse, and other departments.
  • Consolidate requirements and determine appropriate purchasing quantities.
  • Source food and non-food products from approved and reliable suppliers.
  • Obtain and compare quotations to ensure competitive pricing.
  • Negotiate prices, payment terms, credit facilities, delivery schedules, and other commercial terms.
  • Issue and approve purchase orders according to the company’s authorization procedures.
  • Ensure that purchased products meet the required specifications, quality, quantity, and agreed price.
  • Monitor pending purchase orders and ensure timely delivery.
  • Follow up on shortages, damaged goods, incorrect deliveries, and supplier discrepancies.
  • Ensure critical and fast-moving items are always available.

B. Supplier Management

  • Identify, evaluate, and develop new suppliers.
  • Maintain a database of approved suppliers and regularly evaluate their performance.
  • Negotiate supplier contracts, agreements, rebates, discounts, and promotional support.
  • Maintain strong professional relationships with key suppliers.
  • Monitor supplier performance regarding price, quality, delivery, service, and payment terms.
  • Conduct periodic supplier performance reviews.
  • Resolve supplier disputes and purchasing-related issues promptly.
  • Ensure that suppliers comply with the company’s required food safety and quality standards.

C. Food & Product Quality Control

  • Ensure that food products purchased meet company quality specifications.
  • Coordinate with the Quality Control, Central Kitchen, Warehouse, and Operations teams regarding product specifications.
  • Ensure appropriate shelf life and expiry requirements for food products.
  • Monitor product substitutions and ensure that no alternative product is accepted without proper approval.
  • Ensure that suppliers provide required certificates, product specifications, and other documentation when applicable.
  • Coordinate with suppliers regarding quality complaints, rejected products, and replacements.

D. Cost Control

  • Monitor purchasing prices and identify opportunities to reduce procurement costs.
  • Regularly compare market prices and supplier quotations.
  • Negotiate volume discounts and annual purchasing agreements where appropriate.
  • Monitor price increases and provide management with advance notification.
  • Analyze purchasing trends and identify opportunities for cost savings.
  • Work closely with Finance and Cost Control to ensure purchasing costs remain within approved budgets.
  • Prevent unauthorized purchases and unnecessary expenditures.

E. Inventory & Warehouse Coordination

  • Coordinate with the Warehouse Manager regarding stock levels and replenishment requirements.
  • Monitor minimum and maximum stock levels for key products.
  • Avoid over-purchasing, excessive inventory, and unnecessary stock accumulation.
  • Coordinate purchasing based on actual consumption and forecasted requirements.
  • Monitor slow-moving and non-moving inventory.
  • Support proper stock rotation and FIFO/FEFO procedures.
  • Coordinate urgent purchases when critical items are out of stock.

F. Documentation & Compliance

  • Ensure that all purchases are supported by approved purchase requisitions and purchase orders.
  • Maintain accurate purchasing records and supplier documentation.
  • Ensure proper filing of quotations, purchase orders, delivery notes, invoices, and supplier agreements.
  • Coordinate with Finance regarding invoice discrepancies and supplier statements.
  • Ensure purchasing activities comply with company policies and approval procedures.
  • Maintain confidentiality of supplier pricing, commercial agreements, and company purchasing information.

G. Reporting

Prepare regular purchasing reports for Management, including:

  • Daily/weekly purchasing requirements.
  • Monthly purchasing value.
  • Supplier spending analysis.
  • Price comparison reports.
  • Cost-saving reports.
  • Outstanding purchase orders.
  • Supplier performance reports.
  • Price increase reports.
  • Critical stock/out-of-stock reports.
  • Purchasing budget versus actual expenditure.
  • New supplier and quotation analysis.

3. MANAGEMENT RESPONSIBILITIES

  • Lead and supervise the Purchasing team.
  • Assign purchasing responsibilities and monitor employee performance.
  • Establish clear purchasing procedures and approval processes.
  • Train purchasing staff on procurement procedures and supplier management.
  • Ensure that purchasing staff maintain professional relationships with suppliers.
  • Monitor employee compliance with company policies.
  • Prevent conflicts of interest and unauthorized supplier arrangements.
  • Report any suspected purchasing irregularities or unethical conduct to Management immediately.

4. KEY PERFORMANCE INDICATORS (KPIs)

The Purchasing Manager will be evaluated based on:

KPI Measurement

Cost Savings Negotiated savings and purchasing cost reductions

Purchase Price Variance Difference between approved/previous and current purchase prices

Supplier Performance Quality, price, service, and delivery performance

On-Time Delivery Percentage of orders delivered on schedule

Product Availability Reduction of critical stock-outs

Purchase Order Compliance Purchases made according to approved procedures

Quality Compliance Percentage of products accepted without quality issues

Inventory Efficiency Reduction of excess and slow-moving stock

Quotation Compliance Competitive quotations obtained for purchases

Supplier Development Number and quality of qualified alternative suppliers

Budget Control Purchasing expenditure versus approved budget

5. QUALIFICATIONS

  • Bachelor’s degree in Purchasing, Procurement, Supply Chain Management, Business Administration, or a related field preferred.
  • Minimum 5 years of purchasing/procurement experience, preferably in food trading, food distribution, FMCG, hospitality, restaurants, or food manufacturing.
  • UAE procurement experience is highly preferred.
  • Strong knowledge of the UAE food supply market and supplier network.
  • Experience in purchasing both food and non-food items.
  • Strong negotiation and supplier management skills.
  • Good knowledge of inventory management and supply chain processes.
  • Strong analytical and cost-control skills.
  • Excellent communication and interpersonal skills.
  • Proficient in Microsoft Excel and purchasing/inventory systems.
  • ERP experience is an advantage.
  • Good command of English; Arabic is an advantage.

6. PREFERRED EXPERIENCE

Candidates with experience in the following areas are highly preferred:

  • Foodstuff trading and distribution.
  • Restaurants and central kitchens.
  • FMCG purchasing.
  • Import and export purchasing.
  • Local and international supplier sourcing.
  • Frozen, chilled, dry, and fresh food procurement.
  • Packaging and disposable purchasing.
  • Warehouse and inventory management.
  • Supplier contract negotiation.
  • Import documentation and coordination.
  • UAE market supplier relationships.

7. REQUIRED SKILLS

  • Strong negotiation skills.
  • Supplier relationship management.
  • Cost analysis and budgeting.
  • Market price analysis.
  • Strategic sourcing.
  • Inventory planning.
  • Problem-solving.
  • Decision-making.
  • Leadership and team management.
  • Attention to detail.
  • Communication and coordination.
  • Time management.
  • Advanced Excel skills.
  • Ability to work under pressure and meet urgent operational requirements.

8. AUTHORITY & ACCOUNTABILITY

The Purchasing Manager is accountable for ensuring that the company obtains the right product, at the right quality, in the right quantity, at the right price, and at the right time.

All purchasing activities must be conducted transparently, ethically, and in accordance with the company’s approved procurement procedures and authorization limits.

The Purchasing Manager must obtain the required Management approvals before committing the company to significant purchases, contracts, or supplier agreements.

9. REPORTING STRUCTURE

Reports To: General Manager / Managing Director

Supervises:

  • Purchasing Officers / Buyers
  • Procurement Assistants
  • Purchasing Coordinators
  • Other procurement staff, as assigned

Coordinates With:

  • Finance & Accounts
  • Warehouse
  • Central Kitchen
  • Restaurant Operations
  • Quality Control
  • Cost Control
  • Logistics
  • Management

10. JOB OBJECTIVE

The overall objective of the Purchasing Manager is to ensure that Excellence Food Stuff General Trading maintains a reliable, cost-effective, and efficient procurement operation while ensuring product quality, availability, supplier reliability, and compliance with company purchasing policies.

Pay: AED4,000.00 – AED6,000.00 per month

Work Location: In person

Title: Purchasing Manager

Company: ILFORNO GROUP UAE

Location: Mussafah

 

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