Job description

Job Role: Executive - Purchasing Management 

Job Location: Dubai, UAE

Job Description:

Key Responsibilities

1. Purchasing & Procurement Management

• Source, evaluate, and negotiate with suppliers for logistics-related goods and services (vehicles, courier materials, IT equipment, uniforms, warehouse tools, etc.).
• Prepare purchase requests, orders, and service contracts in compliance with company procurement policies.
• Ensure timely procurement to support logistics operations, hub facilities, and branch offices.
• Monitor inventory levels of office and operational supplies; coordinate replenishment as needed.
• Work closely with operations, fleet, and IT departments to understand and fulfill purchasing requirements.
• Identify opportunities for cost reduction and vendor performance improvement.

2. Vendor & Contract Management

• Maintain relationships with approved vendors, service providers, and maintenance contractors.
• Negotiate annual rate agreements, contracts, and service-level terms with vendors (e.g., fuel suppliers, transport service providers, equipment maintenance).
• Maintain a comprehensive vendor contract register, including start dates, expiry dates, renewal reminders, and key terms.
• Track contract expiry dates proactively and coordinate with relevant departments for timely renewals or re-tendering.
• Evaluate supplier performance on quality, pricing, delivery, and reliability.
• Ensure all vendor contracts and renewals comply with corporate and legal standards.

3. Administration & Facilities Management

• Oversee administrative functions such as facility upkeep, office services, and branch maintenance.
• Manage procurement and renewal of office leases, utilities, and maintenance services.
• Support logistics hubs and stations with administrative requirements (furniture, equipment, stationery, etc.).
• Coordinate employee travel bookings, accommodations, and logistics for company events.
• Maintain administrative budgets and track expenses.

4. Compliance & Reporting

• Ensure purchasing and contracting activities comply with company policies and government regulations.
• Maintain accurate purchasing records, vendor documentation, and contract files for audit readiness.
• Prepare periodic reports on procurement performance, cost analysis, vendor utilization, and contract renewal status.
• Support internal and external audit requirements related to procurement and admin functions.

5. Coordination & Communication

• Collaborate with internal departments (Operations, Finance, HR, IT, Fleet, etc.) to address purchasing and administrative needs.
• Act as the point of contact for procurement and admin-related queries from branches and vendors.
• Communicate effectively with management to provide updates on purchasing activities, budget performance, and vendor contract renewals.

Skills and Requirements

• Several years of experience in purchasing/procurement (often 2-4 years), ideally in a logistics/transport/service environment.
• Good negotiation, supplier management, and stakeholder management skills.
• Comfortable with data, Excel, and perhaps ERP systems (purchase module) — to track spend, generate reports.
• Strong organisational, detail-oriented, and ability to work under deadline pressures (in a logistics environment, things can move fast).
• Understanding of inventory/stocks, delivery timelines, and supplier lead-times.
• Integrity, ensuring compliance with procurement policy & audit readiness.