International Purchase & Supplier Management Executive

Job Description:

Job Title: International Purchase & Supplier Management Executive

Role Objective

To manage end-to-end purchase activities against sales orders, ensuring timely purchase execution, commercial optimization, contractual compliance, and seamless coordination with international suppliers and internal stakeholders. The role is accountable for converting sales demand into accurate, compliant, and cost-effective purchases through SAP.

Key Responsibilities

1. Purchase Order Management
• Review sales order details in SAP, including product make, supplier, product specifications, and quantities.
• Create, process, and release purchase orders in SAP in line with approved timelines and business requirements.
• Monitor supplier lead times against defined standards and proactively flag delays to the stakeholders – Inside Sales team and to the Management for information.

2. Supplier Coordination & Commercial Negotiation
• Engage with suppliers to confirm product availability, quantities, batch details, and expiry dates and ensure information is immediately passed to the respective stakeholder – Inside Sales team.
• Negotiate best commercial terms, including pricing and discounts, especially for bulk quantities, within approved limits from the Management
• Upon confirmation from the supplier, share the received parameters with Inside Sales to enable accurate customer commitments (example – batch expiry details, etc)

3. Contractual & Commercial Compliance
• Ensure all purchases are executed in compliance with distributor and supplier agreements, including:
o Payment terms (pre-payment or credit terms)
o Nature of agreement (standard or exclusive distribution)
o Agreement validity, approved product portfolio, price lists, and discount structures
• Maintain and periodically update the supplier master and agreement repository.

4. Pre-payment & Financial Coordination
• Wherever pre-payment is applicable, obtain and validate updated proforma invoices for accuracy of product details, quantities, and regulatory requirements.
• Coordinate with the Accounts team for timely payment processing.
• Upon payment confirmation, inform suppliers and track order acknowledgement, production, and dispatch status.
• Follow up on inter-company or partner-related payments as applicable

5. Purchase Tracking & Stakeholder Management
• Act as the primary point of contact for all purchase-related coordination with suppliers and internal teams (Sales, Inside Sales, Accounts, Logistics).
• Provide regular updates on purchase order status, supplier commitments, and shipment timelines to the internal stakeholders.

6. Documentation Verification & Logistics Coordination
• Review and validate all incoming supplier documents including invoices, packing lists, certificates, and regulatory documents to ensure they meet the required guidelines as per the organization requirement.
• Share complete purchase and shipment documentation with the Logistics team to enable timely and compliant transit.
• Keep internal stakeholders informed of shipment movement and delivery milestones.

7. Internal Coordination & Governance
• Escalate risks, delays, or compliance issues to the respective Head or Management in a timely manner based on the product and supplier.
• Ensure purchase activities align with internal controls, audit requirements, and regulatory standards.

Skills & Competencies
• Detail-oriented and process-driven, with high accuracy in execution.
• Strong follow-through and ownership mindset—ensures closure, not just coordination.
• Excellent written and verbal English communication and capable of managing multiple internal and external stakeholders.
• Hands-on working on MS Office – Excel and Word.
• Ability to work calmly under pressure, especially in deadline-driven and client committed environments.
• High integrity and compliance orientation, with respect for internal controls and governance.
• Must have good command and knowledge of SAP including PO creation, tracking, and vendor master management.
• Experience in negotiating pricing, lead times, and supply commitments within defined commercial frameworks.
• Understanding of procurement documentation, including proforma invoices, tax invoices, packing lists, COAs, AWB, Bill of Entry and regulatory checklists.
• Experience coordinating with logistics teams on international shipments and transit documentation.

Experience
• 5–8 years of progressive experience in procurement / purchase operations, with demonstrable exposure to international suppliers and overseas principals.
• Prior experience in import-driven procurement, distribution, trading, life sciences, or other regulated industries is preferred.

Educational Qualification
• Bachelor’s degree in Commerce, Supply Chain Management, Operations, Business Administration, or a related discipline.
• A postgraduate qualification or certification in Supply Chain / Procurement / Operations Management will be an added advantage.
• Working knowledge of commercial contracts, GST basics, and regulatory.