Procurement & Shipping Executive – Sri Lankan Catering Katunayake

Job Description 

• Initiate tender exercises based on the Annual Procurement Plan in compliance with Government Procurement Guidelines. 

• Finalize tender processes within the stipulated timeframes. 

• Prepare tender documentation, including: Bidding documents, Technical reports, Bid advertisements, Board papers 

• Organize and facilitate tender-related meetings such as Pre-bid meetings, Bid opening meetings, Technical Evaluation Committee (TEC) meetings, Department Procurement Committee (DPC) Minor Procurement Committee (MIPC) meetings 

• Record and maintain accurate meeting minutes for all tender-related proceedings. 

• Coordinate and manage the sample evaluation process in collaboration with relevant departments. 

• Maintain proper and complete records of all tender activities. 

• Review awarded contracts and manage contract execution with vendors. 

• Conduct cost analysis with consideration of various Incoterms and engage in vendor negotiations. 

• Perform market research to identify new products, pricing trends, and sourcing opportunities. 

• Build and maintain a diverse and reliable supplier base. 

• Participate in supplier inspections and prepare comprehensive inspection reports. 

• Maintain strict confidentiality in all procurement-related activities. 

• Request and evaluate quotations for all required items, focusing on cost-effective overseas vendors. 
• Summarize RFQ evaluations and generate approval documents for minor imports and purchases. 

• Prepare relevant reports for all assigned purchase transactions. 

• Coordinate with government authorities to obtain necessary importation approvals. 

• Ensure all purchase requirements are fulfilled on time using forecasting tools to prevent stockouts. 

• Maintain and update a procurement database to monitor purchasing cycles and shipment plans. 

• Assist the shipping department with required documentation and ensure timely deliveries. 

• Update procurement information in the ERP system. 

• Ensure all transactions are properly supported with documentation and follow up on vendor payments. 

• Adopt and maintain a structured and informative filing system. 

Requirements:

• Full or Part Professional Qualifications in Supply Chain and Logistics with 01 year of Experience in Executive Capacity. 

OR 

• Having a Bachelor's Degree in Supply Chain & Logistics Management / Science / Mathematics / Commerce Stream / Advanced Diploma / MBA or any other similar qualification from a recognized University with 01 year of Experience in Executive Capacity. 

• Credit Passes for English and Mathematics for G.C.E. (O/L) and G.C.E. (A/L) qualification. 

• Excellent Leadership Skills, Strong Negotiation Skills, Report Writing, Problem Solving Ability, Creativity, Sound planning and organizing skills coupled with a methodical approach to work.

• High level of IT literacy, including sound knowledge in MS Office, Excel & PowerPoint.

•  Excellent written and verbal communication skills.