Purchasing Officer

PURCHASING OFFICER

Company:
Organic Farm

Department:
Procurement & Administration

Position Summary

The Purchasing Officer is responsible for coordinating the day-to-day procurement requirements of Organic Farm, including sourcing, supplier communications, preparation of Local Purchase Orders (LPOs), invoice documentation, and payment follow-up. The role supports timely and cost-effective purchasing while ensuring accurate recordkeeping and adherence to internal approval procedures.

Key Responsibilities Procurement and LPO Administration

• Receive and review purchase requests from farm departments and coordinate sourcing of required goods and services.
• Request supplier quotations, prepare price comparisons, verify budget availability, and recommend suitable purchasing options for approval.
• Prepare and track LPOs, ensure required authorizations are obtained, and follow up on deliveries.
• Coordinate procurement of agricultural materials, operational supplies, spare parts, equipment, and general services.

Supplier and Vendor Coordination

• Maintain accurate supplier records, contact details, quotations, and agreed commercial terms.
• Liaise with vendors on prices, availability, delivery timelines, discrepancies, and service issues.
• Support supplier evaluation and identify opportunities for competitive pricing and cost efficiency.

Invoice and Payment Coordination

• Collect and check invoices against approved LPOs and delivery notes or goods receipt records.
• Prepare complete payment-supporting documentation and submit it to Finance in line with procedures.
• Maintain a tracker of supplier invoices, outstanding payments, and payment status; coordinate follow-ups with Finance and vendors.
• Escalate discrepancies, overdue deliveries, and urgent payment matters to the relevant manager.

Documentation and Reporting

• Maintain organized procurement files and updated purchasing, LPO, and payment registers.
• Prepare periodic summaries of purchases, pending deliveries, supplier balances, and outstanding invoices.
• Support budget tracking and ensure purchasing activity follows company policies and delegated approval limits.

Qualifications and Experience

• Approximately 2–3 years of relevant purchasing, procurement support, or administrative experience; UAE experience preferred.
• Experience with agricultural or farm-related procurement is an advantage.
• Proficiency in Microsoft Excel and standard office applications; familiarity with LPO and invoice workflows.
• Valid UAE driving license is an advantage.

Authority and Controls

The position supports purchasing and payment processing but does not independently approve procurement commitments, authorize payments, or release funds. All transactions remain subject to established management and Finance approval procedures.