Generalized role of a purchase manager

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Q1.

GENERALIZED ROLE OF A PURCHASE MANAGER

Job description for Purchasing Manager:

A Purchase Manager manages all purchasing functions. Receives and grants approval for purchases of goods or services. Analyzes changes or new issues in materials and supply to reduce costs and improve quality. Requires a bachelor's degree with at least 8 years of experience in the field. Relies on experience and judgment to plan and accomplish goals. Manages a staff and typically reports to top management.  

 PRIMARY DUTIES:

  • Acts as Request for Proposal Lead and Project Manager.
  • Plans, writes, and coordinates Requests for Proposals to meet current and proposed City projects.
  • Prepares and reviews construction bids and related documents.
  • Conducts and/or participates in Pre-bid, Pre-proposal and Pre-construction meetings, Proposal evaluation, and Bid/Request for Proposal openings.
  • Conducts the Request for Proposal Evaluation meetings to determine highest ranking firm(s) based on the compiling of score sheets of the Evaluation Committee.
  • Verifies bid calculations and bid bonds to prepare evaluation information, score sheets, and determines award of contracts.
  • Prepares staff reports for contracts and recommended awards for presentation to City Council for formal award determination and approval.
  • Prepares contracts, performance and payment bonds for approved construction bids and Request for Proposals to be utilized by vendors as part of construction bid contracts.
  • Resolves moderately complex problems encountered in performance of work assignments.
  • Performs other related duties as assigned.

Main Activities handled by a Purchase Manager:

  • To lead the Purchasing Team, taking responsibility for team building, recruitment, development, appraisal and disciplinary issues in line with company procedures.
  • To liaise with Internal Departments to ensure their expectations are understood and exceeded.
  • To build and maintain positive relationships with customers and suppliers.
  • To ensure that purchasing practice are achieved or exceeded.
  • To measure Purchasing process, propose and implement improvement to the process.
  • To negotiate price and lead times in accordance with MRP or as agreed in impact reviews and product team delivery milestones.
  • To resolve any invoice queries with suppliers ensuring that prompt payments are made to enable strong customer relations and prompt delivery.
  • Ensure that all deliveries and processes in relation to the Supply Chain are in accordance with customer and Company Product Assurance directives.
  • To be prepared to travel to a supplier’s site either as scheduled or when circumstances dictate.
  • To assist in Supply Chain audits in conjunction with Product Assurance.
  • To cover for colleagues during peak times and holiday periods as required.

Responsibilities of a Purchase Manager:

  • Seek vendors that offer a combination of quality products and services at an acceptable price level.  This is to be accomplished by making inquiries that are entirely detailed and specific.
  • Inquiries seeking quotations will be documented in an open file arranged so that a system of follow-up to expedite can be accomplished.
  • Arrange for the purchase of materials to fill the needs of those orders that are based upon forecasted requirements.  This task will require detailed and accurate communications with vendors, other managers, and our customers in regard to any change that may impact service, cost, quality, etc.
  • Maintains two open purchase order files.  One to relate to purchases of materials that are ordered repetitively for production work, the other to purchase orders made against requisitions.  The files are to be organized so that they enable a system of follow-up to expedite and can be reviewed by other managers and requisitioners’ when the Purchasing Manager is not available.  All relevant notes of communication between the vendor and the Purchasing Manager or his assigned designate should be on the relevant copy of the purchase order.
  • Prepare and maintain an index of vendors that are regularly used.  The index should show:
  • Name and address
  • Telephone and Fax Number
  • Contact(s)
  • Product Type
  • Lead Time
  • Price Breaks
  • Etc.
  • Supply all relevant information concerning supply sources to other managers for use when routings are established. 

  • Constantly maintain inventory records of materials and supply a detailed summary to the Finance Manager at the end of each fiscal period.

  • Prepare shop orders that are thorough and complete in all respects.

  • Communicate appropriately to other managers in the event of any delay, change, or other concern that impacts shop orders or supplies.  Each week a summary of open issues and concerns is to be presented at the staff meeting.

  • Prepare and communicate vendor assessment data monthly.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

 

Knowledge in:

  • Municipal procurement practices, RFP and bid process laws, rules and regulations.
  • Municipal construction purchasing and contract negotiation methods and practices.
  • Legal requirements in the preparation, bid review, acceptance and notification practices and procedures.
  • Mathematical formulas and computation methods, practices and procedures.
  • Computer hardware, software and peripherals to enter, retrieve, research and administer contracts, product specifications, prepared spreadsheets, project tracking databases and related software.
  • Technical writing skills.
  • Project Management.
  • Research and analysis of product specification methods, techniques and practices.

Skills in:

  • Effective oral communications.
  • Effective technically written communications.
  • Conducting public and committee meetings related to the notification, processes and procedures of RFPs and construction project meetings.
  • Prioritizing, delegating and reviewing work of assigned staff.
  • Accurately conducting mathematical computations and developing bid summary sheets.
  • Recognizing the various qualities and grades of materials, commodities, equipment and services.
  • Creating and developing bid summary spreadsheets, management level analysis and reports.
  • Researching information, updating, revising, and maintaining construction project tracking databases.
  • Managing, negotiating, monitoring, administering and implementing assigned bid and procurement projects from inception to completion.
  • Establishing and maintaining effective working relationships with others. 
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Limitations:

1.  The position carries no authority to hire or fire without reference to the supervisor.

2.  All capital spending must be approved by the company President.


Q2.

THEORY OF COMPETITIVE ADVANTAGE

                   When a firm sustains profits that exceed the average for its industry, the firm is said to possess a competitive advantage over its ...

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