Procurement specialist: duties, job description, education, requirements, resume

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Finding a job that suits you today is not easy. After all, she should not only help support herself and her family, but also allow her to realize herself as a professional in her field. And the majority of applicants who wish to find a job officially expect to receive a full social package and the benefits associated with it. Among the available vacancies, the position of a procurement specialist is often found. What do such employees do? What companies need them? What are the duties of this specialist? Is it necessary to get a full-fledged higher education for this, or is it enough to take courses? Purchasing Specialist is a popular vacancy these days. Therefore, further in the article, the answers to the above questions will be considered.

Document entity

What is a Purchasing Specialist Job Description? This is a special internal document of a certain organization, which clearly and clearly sets out the basic requirements for an applicant for this position, describes the range of all his professional duties, as well as official rights, scope,determining the degree of his responsibility for negligently performed work. Its presence is mandatory in any enterprise where there is a position of "purchasing specialist". The duties of the employee must be properly defined in order for his function to be carried out in the company as expected. What is the latter?

Specialist functions

Despite the fact that the position in question appeared relatively recently, the professional standard "Specialist in the field of procurement" is fully formed and contains strict requirements. After all, such employees were required before. For example, similar professional functions were performed by workers enlisted in the staff of enterprises and production organizations. Then this position had a different name: logistics engineer.

So, what does the job of "purchasing specialist" mean? In short, without revealing to the reader the numerous nuances of professional duties that reflect the characteristics of work and production of a particular company, the main task of such an employee is to permanently provide the organization with any necessary materials or goods.

The general function, which is reflected by the professional standard "Specialist in the field of procurement", (namely: providing the enterprise with the inventory items necessary for its adequate functioning), among other things, includes a fairly large number of indirect duties, such as an analysis of the re althe ratio of the quality of products offered by suppliers and their market value.

Purpose and structure

It is the job description, as noted above, that is one of the two main documents (the second is an employment contract concluded with an employee), which determine what a procurement specialist should do in the course of his work. The formation of this document is a top priority for management, because, according to current legislation, an employee cannot perform any duties other than those that were clearly described in the contract that he concluded during the employment process. And this document, as a rule, makes a link in the indicated place, urging you to refer to the job description. That is why many experts pay such attention to her.

How should the job description of the specialist in question look like? It is important that it be drawn up in accordance with the standards and forms that are accepted in the region. So, the document in question should be drawn up in such a way that it must contain the following sections:

• The first section is completely devoted to the data on the coordination and approval of the text of this document itself. To do this, everyone who took part in these processes must record this fact by putting their personal signatures with their transcripts, as well as indicate the appropriate dates. As a rule, the legal department, the personnel department, as well as directlythe department to which a certain employee will belong.
• In the next section, you must list all the current requirements for a candidate for the position in question. They should describe in detail the required education, knowledge and practical skills, required work experience, as well as age and other features that may apply to this particular position. In addition, you should provide a complete list of all documentation (including both internal acts of the company and legislative acts of national importance), which the new employee will need to carefully read. And also the section in question describes the place of the position in the general staffing table, the procedure and conditions for accepting a candidate for a position for work, the mechanism for dismissal or replacement of an employee during his non-long-term absence. It is important to indicate the immediate supervisor of the new employee.
• In the main section of the instruction in question, it is necessary to list everything that is expected from the employee in the course of his professional activity (all his job duties, as well as rights). The more precisely the duties of a specialist are described in the instructions, the more likely it is that the work will be performed in the correct way, which will benefit the enterprise. Rights are inextricably linked with duties. These, as a rule, include: the right to decent working conditions; the right to receive the data necessary for the performance of their duties; the right to propose activities designed to improve the workflow.
• The last section of the speech is usuallyit is about what responsibility the employee will incur if he performs his professional duties improperly.

Document Features

What determines the responsibilities of a purchasing specialist? 44-FZ, or the Federal Law, which reflects the current requirements of the law. According to him, the document in question has much in common with the job description of a supply specialist. However, there are a number of differences that distinguish the position of "purchasing specialist". The duties of these two workers are not identical. Knowing these differences is especially necessary for employees and management of large enterprises, which, as a rule, provide for the presence of these two positions.

That is why, even before the final formation of the job description, it is important to thoroughly understand the basic requirements for candidates. So, you need to know what the qualifications of a procurement specialist should be, as well as how to delimit the responsibilities of these employees.

Practice shows that the responsibilities of the employee who is engaged in procurement are significantly greater than those of the one who is engaged in supply. In the job hierarchy, the first position is listed significantly higher than the second. Similarly, the level of wages also differs. That is why it would be logical that the requirements for a candidate for the position of "purchasing specialist", whose duties are significantly more significant, be much higher and tougher. This should be taken into account whendrafting a job description. A procurement specialist (or rather, a candidate for this position) can draw up a resume successfully only if he/she familiarizes himself with the standard requirements for the applicant in advance.

Similarly, the professional responsibilities of employees should also be clearly defined. This will help to establish well-coordinated interaction both between the specialists themselves and between entire departments that are subordinate to them.

Requirements for a Purchasing Specialist

The specifics of a particular profession determines a number of special requirements specific to a particular speci alty that apply to candidates for a position. And in the area under consideration, there are also certain criteria. The procurement specialist is selected based on the available skills and knowledge. So, the candidate must:

• have an analytical mind;
• be able to make decisions even under conditions of constant stress and take full personal responsibility for their results;
• be able to process large amounts of information and competently maintain current documentation;
• have business negotiation skills in order to reach the desired result for the company;
• clearly understand how customs work is organized and how transport companies function;
• be a confident user of a personal computer, as well as be able to use all the programs necessary to perform professional functions.

Among other things, any employer hasthe right to form other requirements that are necessary for the quality of the work to be performed. Purchasing specialist is an important component of a company's success. For example, if a company is engaged in foreign economic activity, then such an employee may be required to know foreign languages. That's why it's important to write your resume well. Purchasing Specialist - a position that allows many to vividly realize their abilities. It's worth the risk.

Rights

The duties of a public procurement specialist will be discussed later, but now it is important to understand what rights he has.

• Be proactive in making a variety of suggestions that could improve or facilitate the flow of a workflow related solely to the performance of this employee's functions.
• Require absolute cooperation from your immediate supervisor in matters related to the implementation of the rights or duties of an employee.
• Require the management of the company to provide the department with all the necessary organizational and technical conditions, as well as the timely preparation and execution of working documents and reports that the employee needs to fulfill his professional duties.
• Establish relationships between company departments and certain departments of some third-party organizations that are necessary in order to quickly resolve emerging procurement issues thatare invariably within the purview of the general purchasing manager.

Responsibility

What does a lead purchasing officer include?

• Monitoring and ensuring the fulfillment of the procurement plan for each month.
• Administrative responsibility for the disclosure of classified information, which is defined as a corporate secret by the company's internal documents, and which is officially the property of a particular company.
• Personal implementation of all existing internal regulations, as well as compliance with the standards of discipline.
• Performing procurement transactions, as well as concluding relevant contracts with various organizations or individuals, if required.
• Comply with fire safety and safety regulations in order not to cause any harm to company employees or its tangible property.
• Careful implementation of all received instructions, instructions, assignments, orders, orders from the immediate supervisor, as well as the general director of the company.
• Responsibility for causing or contributing to causing both material damage and direct damage to the company's business reputation.
• Responsibility for neglecting one's own official duties, which are determined by the current instruction, as well as the current legislative acts of the Russian Federation.

Working conditions

What does the job description of a procurement specialist say about working conditions, according towho should this worker work? The mode of employment of a person occupying the position in question in the company is determined by the internal labor regulations drawn up specifically for a particular enterprise, as well as by an agreement that is concluded with new employees in the process of employment. Among other things, these conditions provide for the need to periodically go on business trips to perform official tasks.

Procedure for familiarization with the job description

The conclusion of an employment contract, which, in fact, marks the moment of employment, is the ideal time for the future employee to carefully study what the procurement specialist is responsible for, that is, familiarize himself with the job description. How to fix the fact that the employee was provided with all the necessary information? There are several ways. Among them are the following:

• personal signature (and its transcript), as well as the date, which indicate that the procurement specialist has already carefully studied his duties and is ready to confirm this; placed in a special magazine, which is specially designed for this purpose;
• a separate note that the employee is fully informed, which is certified by the personal signature of the individual employee directly under the text of the job description itself, designed to familiarize each new candidate;
• a similar mark, also signed and dated,which is placed under the text of an individual job description, personally prepared for an individual employee, which is subsequently attached to his personal file opened at the enterprise.

Conclusion

A procurement specialist is a special employee of an enterprise who carries out and controls the process of supplying the company with the goods necessary for its production activities, all kinds of materials, various raw materials. This employee is also involved in the preparation and verification of all reporting documentation that is related to his direct duties. Among other things, the specialist in question must have developed analytical thinking and good communication skills in order to be able to correctly assess the profitability of the proposed transaction and competently negotiate with suppliers.

It is equally important in practice to know exactly how to check products for compliance with the stated quality criteria. Such a specialist must be able to handle a personal computer and have a high level of command of computer programs that he will need in the course of performing his main job duties; make important decisions in a short time even under pressure and in conditions of constant stress, because the success of the entire enterprise directly depends on their effectiveness; process large amounts of information in a timely manner and draw appropriate conclusions; perfectly navigate the current conditions of the functioning of customs, as well as infeatures of the work of individual transport companies with which this organization cooperates. These employees must understand the basic intricacies of choosing the necessary materials, understand exactly how they should be transported, and also stored so that they do not lose their useful properties and presentation. It is also desirable, and sometimes a prerequisite, to have some experience in the field of procurement. Usually active and energetic people are hired for this position. It is these candidates who have a chance that they will fill this vacancy.

If you are thinking about working as a procurement specialist, it is important to first study the typical job description (a typical document that precisely defines the scope of rights, duties and responsibilities of a particular employee). This will help you get acquainted with the upcoming working conditions and find out in advance all its subtleties. So you can understand whether it is worth continuing your attempts to get a job or it is better to look for something else. If everything suits you, then you need to try to make sure that you meet all the requirements of the company. To do this, you need to find out as much as possible about the organization itself, as well as about its business activity, production and sales volumes, and at the same time about the main technical features.

Take the issue of your own employment very seriously. It is important to study in advance as much information as possible about the company in which you want to get a job, as well as directly about the desired position. This requirescarefully study the job description for the chosen speci alty. The standard form of this document for most professions is freely available, so anyone can always read it if necessary. The more prepared you are, the higher your chances of getting what you want. And let the work give you only pleasant emotions!