Job Summary

The Procurement Coordinator is responsible for performing procurement activities for domestic and international buys of direct and indirect materials for GN facilities. Essential activities may include, low value price negotiations, supporting the replenishment planning process, placing purchase orders to satisfy demand, maintaining all purchase order information (up-to-date), expediting as needed, resolving issues relating to receiving and invoicing, and managing material returns.  Coordinate Procurement process improvement projects and support implementation. 

Essential Functions and Responsibilities (not restrictive)

• Order direct materials in order to maintain inventory levels as agreed between Procurement, Supply Chain and PSM to minimize costs, ensure minimal stock out occurrences and maximum customer demand adherence. Do so by reviewing demand based on production schedule.  Recommended purchase volumes and making adjustments based on knowledge of economic order quantities, supplier/supply chain factors and ongoing site initiatives.
• Communicate demand forecasts for ingredients to suppliers to support supplier planning activities.
• Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with Management and collaborating departments.
• Work closely with the Category Management team to understand Category strategy such that orders are placed in adherence with the defined strategy. As issues arise in strategy execution, work closely with the Category to agree adjustments to the strategy to support business operations.
• Manage orders to ensure fulfillment meets the needs of the production schedule including:
  • Regularly reviewing system data to ensure orders placed still meet the demand requirements.
  • Update purchase order data to accurately reflect order confirmations and changes as the order progresses.
  • Work with supply base to understand the urgency of orders and expedite as required.
  • Work with internal stakeholders and agreed processes to expedite the approval of new direct materials/substitutes on an urgent basis.
  • Take action when answers to a problem are not readily apparent in equivocal circumstances.
  • Recognize an emergency situation and take appropriate action.  Think through the consequences to the business/customers of a decision prior to making it.
  • Make appropriate job decisions following our procurement policy.
  • Consider and examine facts within the supply chain and the demand profile in order to take appropriate action to mitigate or prevent possible issues.  
• Escalate to direct management and report any product shortages and material availability. Proactively identify and implement solutions to resolve such issues and to perform root-cause investigations and implement corrective actions on any stock-out scenarios.
• Support customer projects and new product commercialization efforts by managing non-planned orders and creating new material numbers as needed.
• As assigned, submit ingredient substitution requests or supplier change requests for consideration using agreed upon business practices. Responsible for learning and executing on knowledge of R&D and Quality requirements regarding material and supplier qualification and foster productive working relationships with these teams in order to achieve Procurement goals.
• Submit Supplier non-conformance issues to the appropriate supplier contact. Ensure responses are received by the appropriate internal stakeholders for review.
• Perform day-to-day sourcing activities of low value, one-off purchases (spot buys to support the Category Team) as needed.
• Gain a workable knowledge of planning and execution software systems in order to effectively and efficiently complete all tasks as assigned.
• Support with requesting missing documents for quality and customer service as requested.
• Support with expired material list and initiate relative actions such as shelf life extensions.
• Support resolution of assigned category/site supply issues.
• Monitor invoice discrepancies to make sure issues are resolved to enable on-time payment to suppliers.
• Support in coordinating Logistics (Import & Domestic).
• Maintain assigned master data in the system to ensure that the planning software has the most accurate inputs (ie: safety stock levels, lead times).
• Support and/or create the purchases of indirect materials or services as needed to support the business.
  • Act as support for the resolution of invoice discrepancies on indirect orders. 
  • Support with customer /category project implementation.  
• Foster the Glanbia culture of “The Customer Champion” through outstanding service with a “can do” attitude.

Additional Functions

Any other key functions and will include any items not captured under essential functions

Supervisory Responsibilities (If relevant)

None

Performance Indicators

• Specific indicators will be outlined during PDP Process. (upon completion of system implementation)
• Adherence to all Glanbia policies and codes of conduct while carrying out day-to-day duties.

Qualification & Experience Requirements

Education, Training:

• Bachelor degree or APICs/ISM Certification recommended; experience can take the place of education.

Experience Required:

• Minimum of 1-3 years of business experience; college education can take the place of work experience
• Working knowledge of and experience with food or fortification manufacturing environment is preferred.

Knowledge, Skills, Abilities:

• Highly detailed with a systematic approach, sense of responsibility and positive customer focus.
• Analytical with superior problem solving skills over near and medium-term planning horizons.
• Must have demonstrably strong interpersonal and communication skills (both written and verbal), to include speaking clearly in positive or negative situations.
• Strong business understanding and orientation and effectively handles multiple, rapidly changing and conflicting priorities.
• Ability to effectively interact with all levels of personnel with the utmost professionalism.
• Works with supervision while remaining productive at all times.
• Must be results focused and oriented toward accomplishment of team goals.
• Flexibility and ability to multi-task in a fast paced environment is a must.
• Possesses a passion for learning new skills

Language, Computer &   Numeracy:

• Fluent in written and spoken English required
• Experience with and solid understanding of ERP/MRP systems, preferably SAP with the ability and desire to work within and progress such complex systems with eTender and Business Objects experience also preferred
• Strong computer skills and proficiency with MS Word, Excel, Outlook, and PowerPoint
• Strong math skills, and knowledge of the metric system, are required
• Heavy Data analysis including MS Excel pivot tables and spreadsheets to do calculations on cost potency changes, percentages, etc

Travel Requirements

N/A

Typical Physical Activity

• Regularly involves talking or listening, sitting, and the use of hands and fingers.
• Regularly involves going up and down stairs.
• Frequently involves reaching with hands and arms, standing and walking.
• Occasionally involves crouching, stooping, kneeling and/or climbing or balancing.

Typical Environmental Conditions

• May be exposed to moderate noise levels (i.e. office equipment, light traffic).

May work in areas with mechanical moving parts, above ground with risk of fall, or areas with risk of electrical shock.