Purchasing Specialist Projects

Overview of the role

The Purchasing Specialist – Projects is responsible for managing the end-to-end procurement process for project-specific needs. This role requires a keen understanding of project requirements, timelines, and budget constraints. The successful candidate will source high-quality goods and services, negotiate contracts, and coordinate with project teams to ensure timely delivery—helping to drive project success and overall organizational efficiency.

Key Accountabilities

 Project Procurement & Coordination: 

  - Collaborate with project managers to understand detailed project specifications and timelines. 

  - Plan and execute procurement strategies tailored to each project. 

  - Ensure that ordered goods and services adhere to project quality, quantity, and delivery requirements.

Vendor Management:

  - Identify, evaluate, and establish relationships with qualified suppliers. 

  - Negotiate pricing and contracting terms to secure competitive rates without compromising quality. 

  - Monitor vendor performance to ensure compliance with contractual obligations and continuous improvement in service.

Purchasing Process & Documentation:

  - Create, process, and manage purchase orders in accordance with company policies. 

  - Maintain accurate records, including contracts, negotiations, and order status updates. 

  - Coordinate with finance and inventory teams to ensure accurate accounting and stock management.

Market & Cost Analysis:

  - Analyze market trends, industry benchmarks, and potential supply risks. 

  - Leverage market intelligence to propose cost-saving strategies and enhance procurement outcomes. 

  - Forecast inventory needs based on project phases and adjust purchasing plans accordingly.

Compliance & Continuous Improvement:

  - Ensure all procurement activities meet internal policies, regulatory requirements, and ethical standards. 

  - Identify opportunities to streamline procurement operations and implement best practices to boost efficiency.

Measures and reports KPI’s:

• Runs the queries needed to obtain scores on the KPI’s.
• Presents results in a fixed (visual) format.
• Reports results to management and internal departments
• Makes suggestions for improvements in terms of the management program, ISO procedures and general purchasing operational conditions.

QUALIFICATIONS/EXPERIENCE:

• Bachelor’s degree in Business Administration, Supply Chain Management, Finance, or related fields.
• Must be in a similar role for 3+ years’ experience in procurement, purchasing, or supply chain roles, ideally with a focus on project-driven environments.
• Must fluently speak and write English.

COMPETENCIES

Specific purchase competencies:

Technical Skills: 

-Proficiency with ERP and procurement systems (e.g., SAP, Oracle, Coupa, SAP Ariba).

-Strong analytical abilities and experience in using data analysis tools (e.g., Excel).

Soft Skills:

  - Excellent communication, negotiation, and problem-solving skills.

  - Ability to work collaboratively with cross-functional teams under tight project deadlines.

  - Strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.

Preferred Attributes 

- Certifications in procurement or supply chain management (e.g., Certified Purchasing Specialist, CPSM) are a plus. 

- Familiarity with project management methodologies and tools. 

- Demonstrated success in managing complex and high-value projects.

Additional Information: 

In this role, you’ll be expected not only to maintain cost-effective purchasing practices but also to drive improvements in procurement processes. As a key contributor in ensuring that projects are delivered on time and within budget, your ability to balance quality with a deep understanding of project dynamics is crucial. This role demands a proactive mindset toward identifying risk, leveraging market insights, and fostering a culture of continuous improvement across procurement practices.

Based on current best practices and job guidelines from the industry, a Purchasing Specialist focused on projects must excel at both strategic planning and day-to-day operational details. This comprehensive approach ensures that every project has the necessary materials and resources to succeed, paving the way for overall business growth.

General Competencies

• Effectively maintain a clean and organized work environment

• • Operates in an orderly, efficiently manner with the ability to prioritize
• Motivated, flexible, and reliable
  • Ability to problem solve and work under pressure
  • Good analytical skills
  • Good organizational and communication skills
  • Knowledge of relevant production processes
• Ability to use initiative and pre-empt needs
• Innovative and creative in dealing with complex issues.
• Ability to drive changes