Purchasing Engineer

1. Job Title: Purchasing Engineer

Department: Purchasing / ProcurementReports To: Purchasing Manager / Procurement ManagerJob Level: Professional / Technical Staff

2. Job Summary

The Purchasing Engineer is responsible for sourcing, evaluating, negotiating, and purchasing engineering materials, equipment, spare parts, tools, and services required for company operations and projects.

The role ensures that all purchased materials and equipment meet the required technical specifications, quality standards, delivery schedules, and budget requirements. The Purchasing Engineer coordinates with Engineering, Production, Maintenance, Quality Assurance, Warehouse, and suppliers to ensure efficient procurement processes and cost-effective purchasing decisions.

3. Key Responsibilities and Duties

A. Procurement and Purchasing

• Prepare and process Purchase Requests (PR) and Purchase Orders (PO).
• Source and identify qualified suppliers, manufacturers, and contractors.
• Request and evaluate quotations from different suppliers.
• Negotiate prices, payment terms, delivery schedules, and contract conditions.
• Ensure timely procurement of materials, equipment, spare parts, and services.
• Monitor purchase orders and follow up on delivery status.

B. Technical Evaluation

• Review technical specifications, drawings, and material requirements.
• Ensure purchased items comply with engineering standards and project requirements.
• Coordinate with Engineering and Maintenance teams regarding technical requirements.
• Evaluate equivalent or alternative materials and equipment.
• Review supplier technical proposals and product specifications.

C. Supplier Management

• Develop and maintain a qualified supplier database.
• Evaluate suppliers based on price, quality, delivery performance, and reliability.
• Conduct supplier assessments and performance reviews.
• Establish good working relationships with suppliers and contractors.
• Identify potential suppliers to improve cost competitiveness.

D. Cost Control and Budget Management

• Analyze quotations and conduct price comparisons.
• Identify cost-saving opportunities and alternative purchasing options.
• Monitor procurement expenses against approved budgets.
• Prepare cost comparison reports and purchasing recommendations.
• Ensure the best value for money without compromising quality.

E. Documentation and Reporting

• Maintain accurate purchasing records and procurement documents.
• Prepare Purchase Orders, canvass sheets, and supplier evaluation reports.
• Monitor pending Purchase Requests and Purchase Orders.
• Prepare procurement status and cost analysis reports.
• Ensure compliance with company purchasing policies and procedures.

F. Coordination and Compliance

• Coordinate with Warehouse regarding material receiving and inspection.
• Work with Finance and Accounting on supplier invoices and payment concerns.
• Coordinate with internal departments to ensure purchasing requirements are met.
• Ensure compliance with company policies, safety requirements, and applicable procurement regulations.

4. Qualifications and Requirements

Educational Requirements

- Bachelor's Degree in Engineering, preferably in:

• Mechanical Engineering
• Electrical Engineering
• Industrial Engineering
• Civil Engineering
• Other related engineering courses.

Work Experience

• At least 2–3 years of experience in purchasing, procurement, or supply chain management is preferred.
• Experience in purchasing engineering materials, equipment, spare parts, tools, or industrial supplies.
• Experience in supplier sourcing, canvassing, negotiation, and cost analysis.
• Experience in manufacturing, construction, engineering, or industrial environments is an advantage.

Technical Skills

• Knowledge of engineering materials, equipment, and technical specifications.
• Ability to read and understand engineering drawings and material specifications.
• Knowledge of procurement processes and purchasing procedures.
• Proficient in Microsoft Excel, Word, and Outlook.
• Knowledge of ERP systems or purchasing software is an advantage.
• Ability to prepare cost comparison and supplier evaluation reports.

Competencies and Personal Attributes

• Strong negotiation and communication skills.
• Good analytical and decision-making abilities.
• Excellent organizational and time-management skills.
• High attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Strong problem-solving and coordination skills.
• Honest, responsible, and trustworthy.
• Can work independently and as part of a team.

5. Key Performance Indicators (KPIs)

The Purchasing Engineer's performance may be evaluated based on the following:

KPI

Performance Measurement

Cost Savings

Achieved savings from purchasing activities

On-Time Delivery

Percentage of orders delivered on schedule

Supplier Performance

Supplier quality and delivery ratings

Purchasing Lead Time

Time from PR approval to PO issuance

Purchase Order Accuracy

Accuracy of purchasing documents

Budget Compliance

Procurement expenses versus approved budget

Material Quality

Percentage of materials accepted upon inspection

Procurement Efficiency

Timely processing of purchase requests

6. Recommended Minimum Qualifications

For recruitment purposes, the following minimum requirements are recommended:

• Bachelor's Degree in Engineering or a related technical course.
• At least 2 years of relevant purchasing or procurement experience.
• Knowledge of industrial materials, equipment, spare parts, and technical specifications.
• Strong negotiation, analytical, and communication skills.
• Proficient in Microsoft Office applications, particularly Excel.
• Experience with ERP or procurement systems is an advantage.

7. Preferred Additional Qualifications

• Licensed Engineer is an advantage, depending on company requirements.
• Experience in manufacturing or industrial procurement.
• Knowledge of ISO 9001 Quality Management Systems.
• Knowledge of inventory management and supply chain processes.
• Experience in local and international sourcing.
• Knowledge of importation, customs documentation, and logistics.