Purchase Officer

Job Brief We are looking for an International Purchase Officer to coordinate and manage international purchasing activities for our company, ensuring timely procurement, competitive pricing, compliance with technical specifications, and efficient delivery from international suppliers. The International Purchase Officer works closely with suppliers, freight forwarders, customs brokers and internal departments to ensure that purchased goods meet the company's technical, commercial and quality requirements and are delivered within the required timeframe. Duties and responsibilities International Purchasing and Supplier Coordination Identify, evaluate and communicate with international suppliers and manufacturers. Pre-qualify and register new suppliers by collecting company profiles, catalogues, product certifications and references, in line with the company s supplier approval procedure. Request and compare quotations based on price, technical specifications, quality, delivery time, payment terms, Incoterms and warranty terms and conditions. Prepare technical-commercial comparison sheets on a landed-cost basis and recommend the best-value offer for approval. Prepare and issue purchase orders in accordance with approved purchasing procedures and delegated authority. Follow up with suppliers to confirm order acceptance, production schedules, availability and delivery dates. Maintain professional relationships with overseas suppliers and negotiate prices, discounts, payment terms, Incoterms, lead times and warranty conditions within delegated authority. Prepare and follow up on supply, price and distribution/agency agreements with key suppliers, in coordination with management. Monitor supplier performance regarding quality, delivery reliability, pricing and responsiveness, and carry out periodic supplier evaluations. Develop and maintain an updated international supplier database. Identify alternative sources for critical items to reduce single-source dependence and achieve cost savings. Monitor market prices, raw-material surcharges and exchange-rate movements, and report their impact on purchase costs. Technical and Commercial Coordination Coordinate with the Sales, Project Engineering and Technical Departments to confirm the specifications before placing orders. Verify model numbers, capacities, power ratings, voltage, frequency, materials, dimensions, accessories and other applicable technical requirements. Ensure that quotations and purchase orders clearly identify the required products, quantities, standards, documentation and delivery terms. Clarify technical discrepancies with suppliers before order confirmation. Coordinate the procurement of replacement parts and urgent customer requirements. Obtain the technical documentation required by Engineering and customers, such as datasheets, performance curves, drawings, manuals, test reports and certificates. Coordinate factory acceptance tests (FAT), pre-shipment inspections or third-party inspections where required. Calculate the landed cost of imported items (product cost, freight, insurance, customs duties, clearance and local charges) and keep cost data up to date. Prepare and update price lists for all imported products, based on accurate landed costs, in coordination with the Sales Manager. Import and Logistics Coordination Coordinate international shipments with suppliers, freight forwarders and customs brokers. Select the appropriate Incoterms and mode of shipment (sea, air or courier), and obtain and compare freight quotations from forwarders. Consolidate orders and shipments where feasible to optimize freight costs. Arrange cargo insurance where the purchase terms require it. Follow up on shipping schedules, shipment bookings, dispatch dates and expected arrival dates. Verify shipping documents, including commercial invoices, packing lists, bills of lading or air waybills, certificates of origin and other required documents. Coordinate import documentation and customs-clearance requirements with the relevant parties. Ensure correct HS codes, country-of-origin documents and conformity certificates are available to meet local import regulations. Monitor shipments and communicate delays or logistical issues to the concerned departments. Coordinate delivery arrangements to ensure goods arrive at the correct location and within the required timeframe. Coordinate with the Warehouse on the receipt of goods, checking quantities and condition against the purchase order and packing list. Handle claims with suppliers, carriers and insurers for damaged, short-shipped or non-conforming goods, and follow up on returns and warranty replacements. Assist in monitoring freight charges, customs duties and other import-related costs. Inventory and Demand Planning Coordinate with Sales and the Warehouse to forecast demand for stock items and plan replenishment orders. Monitor stock levels, supplier lead