Purchasing & Supply Chain Manager

Key Responsibilities

• Procurement Coordination: Review approved internal requests, generate the relevant orders and ensure that each transaction is completed in line with established Company processes.
• Quotations and Vendor Assessment: Request commercial proposals from authorised vendors, compare available options and contribute to the ongoing review of supplier performance.
• Order Monitoring: Track outstanding orders, maintain regular contact with vendors and address potential delays before they affect operational requirements.
• Supplier Sourcing: Research additional sources of supply and identify substitute products or materials when required, while supporting the preparation of relevant freight and delivery paperwork.
• Incoming Deliveries: Examine received goods against the corresponding order and delivery documentation, identifying quantity discrepancies, damage or other irregularities.
• Goods Receipt Processing: Complete system entries for received supplies accurately and within the required timeframe, ensuring that supporting records are properly maintained.
• Material Distribution: Release stock to manufacturing teams and other internal functions only against the appropriate approvals and documentation.
• Inventory Administration: Keep ERP stock information current and reliable by recording all inventory movements and investigating inconsistencies where necessary.
• Stock Availability: Review quantities held, anticipate upcoming requirements and highlight items that require replenishment to support production continuity.
• Inventory Verification: Participate in periodic counting exercises, month-end checks and the comprehensive annual stock review, assisting with the resolution of identified variances.
• Storage Controls: Apply appropriate stock-rotation methods, including FIFO or FEFO where relevant, and oversee the usable life and expiry status of ingredients, consumables and packing supplies.
• Compliance Standards: Carry out all duties in accordance with the Business’s requirements relating to food safety, Good Manufacturing Practice, HACCP, product quality, workplace health and safety, and environmental protection.
• Stores Organisation: Maintain clean, orderly and safe storage areas while ensuring that materials are positioned and handled correctly.
• Sustainable Practices: Contribute to purchasing and stores initiatives aimed at limiting waste, improving resource use and encouraging environmentally responsible procurement choices.
• Reporting and Records: Produce regular procurement and stock reports while keeping complete and traceable documentation for suppliers, orders and inventory.
• Performance Monitoring: Assist with the review of departmental performance measures and provide reliable information for management analysis.
• Audit Assistance: Prepare requested documentation and cooperate with auditors during internal reviews and independent inspections.

Qualifications, Skills and Attributes

• Education: A diploma or bachelor’s degree in procurement, supply chain management or a related discipline is required.
• Professional Certification: A recognised purchasing or supply chain qualification would be considered beneficial.
• Experience: Applicants should have approximately 2 to 3 years of relevant exposure to procurement, warehouse operations, stock management or the broader supply chain function.
• Sector Knowledge: Previous involvement within FMCG, food production or another manufacturing-led organisation would be advantageous.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Clear and professional communication skills are needed to coordinate effectively with vendors, colleagues and internal stakeholders.
• Interpersonal Skills: The successful candidate should be able to establish constructive working relationships and collaborate confidently across different functions.
• Technical Skills: Practical knowledge of ERP or MRP platforms is essential, together with confidence in maintaining electronic procurement and inventory data.
• Microsoft Excel: Strong working ability in Excel is required for data management, analysis and operational tracking.
• Reporting: The role requires the ability to compile accurate, structured and useful reports for management review.
• Organisation: Applicants must be capable of managing competing priorities, monitoring outstanding actions and maintaining comprehensive documentation.
• Attention to Detail: A methodical approach is essential when reviewing orders, recording stock transactions and checking delivery information.
• Self-Motivated: The ideal candidate will take ownership of assigned duties, follow matters through to completion and work effectively with limited supervision.
• Problem-Solving: Sound judgement and a practical mindset are required to resolve supply issues, inventory differences and delivery-related challenges.

What's on Offer

• Compensation: A competitive remuneration package reflecting the responsibilities and experience required for the position.
• Working Hours: Details concerning the working schedule will be discussed during the recruitment process.
• Other Benefits: Any additional employment benefits applicable to the position will be outlined during the selection process.
• Career Development: The successful candidate will have opportunities to broaden their procurement and inventory-management expertise within an established organisation.