Procurement and Admin - Assistant Manager

The Procurement & Admin, Assistant Manager is responsible for overseeing the Company's procurement and administrative operations, ensuring timely and cost-effective sourcing, reliable supplier performance, proper inventory coordination and smooth day-to-day administrative support.

The role works closely with Business Development, Production, R&D, Operations, Warehouse, Accounts, HR/Admin and other departments to ensure procurement activities support the Company's operational requirements, business needs and compliance standards.

Responsibilities:

1.Procurement Management

• Oversee end-to-end procurement processes including sourcing, negotiation, purchasing, and supplier evaluation
• Develop and implement procurement strategies to achieve cost savings and supply reliability
• Source and evaluate suppliers based on pricing, quality, delivery performance, and compliance standards
• Negotiate contracts, pricing, and terms with vendors to secure best value for the company
• Monitor inventory levels and coordinate with Operations, Production, and Warehouse teams to ensure optimal stock levels
• Ensure timely procurement of raw materials, packaging, and operational supplies
• Maintain Approved Vendor List (AVL) with Food Safety and conduct periodic supplier performance reviews

2. Cost Control & Budgeting Management

• Identify opportunities for cost savings, process efficiency and procurement optimisation.
• Monitor purchasing costs and support departmental budget planning and expenditure control.
• Analyse supplier quotations, pricing trends and purchasing data to support cost-effective decision-making.
• Recommend alternative sourcing strategies where appropriate while maintaining required quality and supply standards.

3.Administrative Operations

• Oversee daily office, facilities and administrative operations.
• Manage office supplies, service contracts and Company assets.
• Maintain proper documentation and records.
• Supervise the Admin & Procurement team and ensure smooth workflow.
• Drive administrative efficiency and process improvements.

4. Vendor& Contract Management

• Manage relationships with key vendors, service providers, and contractors
• Ensure all contracts are properly documented, reviewed, and renewed on time
• Monitor vendor performance and resolve issues related to quality, delivery, or service
• Ensure compliance with company policies and regulatory requirements

5. Process Improvement & Compliance

• Develop and implement SOPs for procurement and administrative processes
• Ensure compliance with internal controls, audit requirements, and company policies
• Support ISO/FSSC documentation and audit requirements related to procurement and vendor management
• Identify and implement process improvements to enhance efficiency and reduce risks

6.Cross-Department Coordination

• Work closely with inter-departments of:

1. Business Development: Support customer and new business needs.
2. Production & R&D: for raw material requirements
3. Operations & Warehouse: for stock planning and logistics
4. Accounts: for invoice matching, payment cycles, and cost tracking
5. HR/Admin: for office-related support and facilities

• Ensure procurement aligns with operational and business development needs

7.Documentation Management

• Maintain accurate procurement records, purchase orders and contracts
• Any other duties assigned.

8. Initial On-the-Job Training / Department Understudy

• Complete an initial one-month OJT / understudy with the Business Development Department to familiarise with the Company's business, products, clients and operations.
• Apply this knowledge to support effective execution of the core procurement and administrative functions.

9. Team Supervision & General Responsibilities

• Supervise and guide the Admin & Procurement team to ensure effective task allocation and workflow.
• Support management in procurement, administration and process improvement initiatives.
• Maintain effective relationships with internal departments, suppliers and service providers.
• Perform other reasonable duties as assigned by Management.

Working Days:

• Monday - Thursday: 8AM- 6PM
• Friday: 8AM - 5PM

Job Requirements

• Diploma/Degree in Procurement, Supply Chain, Business Administration or related field.
• Minimum 5 years relevant experience in procurement, purchasing and administration, preferably in food manufacturing/FMCG.
• Strong experience in supplier sourcing,negotiation, cost control and vendor management.
• Knowledge of food manufacturing procurement, inventory planning and supplier compliance.
• Familiarity with ISO/FSSC, food safety and audit requirements will be an advantage.
• Good team supervision, communication and negotiation skills.
• Proficient in MS Office and ERP/procurement systems.
• Good command of English, both written and spoken.
• Hands-on, organised, responsible and able to work independently in a fast-paced manufacturing environment.