Buyers/Shoppers

The Buyer/Shopper manages the purchasing and requisition of goods and services by researching suppliers, identifying suitable vendors, and conducting initial negotiations to obtain competitive rates. The role requires strong analytical skills and awareness of market trends.

Job Summary:

The Buyers/ Shoppers oversees the Purchasing and requisition of supplies and services by researching vendor or supplier catalogues. This person is responsible for identifying suitable suppliers or products, goods and services conducting initial engagement with these suppliers and conducting initial first stage negotiations to determine the best rates for the company. The Buyer/ Shopper should ideally have an analytical mind and keep up with the product and service trends. 

Reporting Relationship:       Senior Procurement Officer

Supervises: Nil

Key Duties & Responsibilities:

Duties and Responsibilities include monitoring current inventory, ordering supplies, and scheduling deliveries to ensure that the company has sufficient amount of necessary materials or equipment includes any combination of the following tasks:

1. Ordering under arrangement’s over which procurement authority and due process have already been exercised at the budget holder.
2. Buying low value goods or services using a corporate purchasing or credit card in accordance with procedures establishment in general guidelines issued by the Procurement Officer and establishment in handbook (s).
3. Buys using petty cash or through an account established with the vendor by procurement unit or uses corporate card.
4. Transmits the approved purchase order to the supplier/ contractor in accordance with procedures established in the handbook (s).
5. Consults price lists and catalogues, communications with possible suppliers to obtain information on prices, quality and availability of products and compares data to determine best suppliers and advises SPO/JPO.
6. To perform timely turn-around on all requisitions and purchase orders to ensure adequate delivery of goods and services.
   1. Support the development of standard document templates for use in the procurement function.
   2. Adhere to and follow all department standard operating procedures (SOPs).
   3. Perform any other related duties and responsibilities. 

Routine Responsibilities:

1. Discusses product defects with personnel of user departments.
2. Supports the SOP/ JPO in the maintenance of proper records of contract agreements and contract documentations.
3. Performs any other purchasing or inventory control duties as necessary.
4. Process all incoming subcontract forms.
5. Monitor all purchase orders to effect the greatest savings within reasonable delivery times.
6. Maintain procurement documents in a systematic retrievable manner.
7. Receives request and determines availability of requirement under the relevant arrangement.
8. Receives requests and identifies the source of supply.
9. Produces purchase order per the standard procedure and sends it for approval.

Knowledge, Skills & Ability Requirements:

1. Good interpersonal, negotiating, critical thinking, communicative, diagnostic, and problem-solving skills.
2. Very good knowledge of procurement methods, practices and procedures, laws and regulations governing public procurement purchasing locally and internationally.
3. Exhibit confidence, earn respect, and garner support from a wide cross-section of the supervisor and managerial; leadership of the organization.
4. Basic knowledge of the principles and procedures involved in financial management.
5. Knowledge and use of electronic procurement and e-tendering software will be an asset.

Must possess the skills & Ability to:

1. Understand and interpret the legislative framework governing public procurement in Trinidad and Tobago analyses complex problems and purpose effect solutions or course of action.

1. Pay attention to detail and accuracy along with working with strict deadlines.
2. Function with high degree of professionalism when interacting with external and internal clients.

Behavioral Competencies:

1. Ethics –Displays high levels of ethical values; honesty, integrity, transparency and credibility in relations and work situations, consistent with the vision, mission and core values and principles of the organization.
2. Workload Management & Strategic Focus- Demonstratives the ability to manage work load by efficient and effective planning, prioritizing and organizing tasks in a timely manner whilst attaining a high level of performance by delivering results and understanding the internal business challenges and external competitive environment.
3. Work Home life Balance –Demonstrates the ability to manage personal and work related synergies focus is placed on zeal and energy displayed whilst in the pursuit of company objectives with high levels of endurance and fortitude.
4. Communication-Demonstrates the ability to communicate in a logical, concise and intelligent manner at all levels within the organization that elicits feedback and encourages continues dialogue and engagement.
5. Supervisory / Leadership Skills – Create an environment that motivates employees towards organizational and individual goals.  Demonstrates the ability to inspire confidence in others, and encourage them to increase their performance.
6. Initiative-Acts independent where necessary to ensure critical HR possess and produces are accomplished with confidence and minimum supervision takes a visionary approach and sees the bigger picture and not just the immediate task.
7. People Focused –Exercises a high degree of emotional intelligence whilst ensuring the ethos of the organization is maintained and its objectives are achieved. 
8. Customer Oriented- Demonstrates a clear understanding of the business aspect of the organization and role played by the customer as the chief client in generating revenue as such recognizes the importance of maintaining a professional approach to customer service and ensuring all others display the highest degree of customer service.
9. Governance & Compliance-Ensures compliance with laws, state and organizational policies and procedures in a transparent, ethical and accountable manner.

Education & Skills:

1. Certificate in chartered institute of procurement and Supply (CIPS) level 4 and up or any other recognized Procurement certification.
2. Foundation Diploma in Procurement Management and or Supply Management Training from a recognized Institution will be an asset or equivalent combination of training and experience.
3. Alternatively at least two (2) years procurement experience in a computerized environment of a medium to large firm.
4. Computer Literacy and proficiency in Microsoft Word and Excel.
5. Negotiating Skills and a demonstrated Track record of effective performance in an s similar position will be essential.
6. Establishes and maintains good communication and relationships with internal and external customer consultants, contractors, suppliers, and all stakeholders.
7. Strong Communication skills and effective teamwork with user departments and supply chain linkages will be essential.