Job Summary

The Procurement Executive/Analyst is responsible for supporting the sourcing and purchasing of materials and products needed for fashion production, especially for seasonal and festive collections. This role involves working closely with suppliers, preparing purchase orders, tracking deliveries, and helping to control costs. It also includes monitoring stock levels, ensuring timely shipments, and following customs and import regulations. 

Key Responsibilities

1. Procurement Data Analysis & Reporting

• Analyze procurement data including costs, supplier performance, and order trends to support strategic purchasing decisions.

• Generate regular reports to track savings, lead times, and material availability for upcoming festive seasons.

• Forecast procurement needs in coordination with merchandising and production teams.

2. Vendor and Cost Optimization

• Support sourcing initiatives by evaluating suppliers based on price, quality, and reliability.

• Assist in cost comparisons and total cost of ownership analysis to support supplier selection.

• Track currency exchange fluctuations and material cost trends to support pricing negotiations.

3. Seasonal Procurement Planning

• Collaborate with design and production teams to ensure timely availability of fabrics, accessories, and packaging materials tailored for festive collections.

• Plan procurement cycles in accordance with seasonal launches and promotional periods.

• Monitor lead times and buffer stocks to mitigate supply disruptions during peak sales periods.

4. Custom Duty & Import Documentation Compliance

• Assist in reviewing and preparing customs-related documentation for imported goods.

• Monitor applicable duties, taxes, and tariffs to ensure accurate cost allocation and budgeting.

• Liaise with freight forwarders and customs agents to ensure clearance procedures are timely and compliant.

5. Inventory and Order Management

• Coordinate with warehouse and inventory teams to maintain optimal stock levels.

• Track purchase orders, delivery timelines, and backorder issues to minimize production delays.

• Assist in reconciling procurement data with inventory records for accuracy.

6. Supplier Performance Monitoring

• Track and evaluate supplier delivery timelines, defect rates, and responsiveness.

• Maintain supplier scorecards and contribute to performance review meetings.

• Support the development of corrective action plans for underperforming suppliers.

7. Financial Collaboration & Cost Control

• Work closely with the Finance Department to ensure accurate budgeting of procurement costs, including unit costs, landed costs, duties, and taxes.

• Coordinate the reconciliation of supplier invoices with finance to ensure timely and accurate payment processing.

• Support financial audits by providing required procurement documentation and transaction records.

• Collaborate on procurement forecasting to align with cash flow planning and financial reporting timelines.

• Assist in evaluating payment terms with suppliers to optimize company cash flow.

8. Cross-Functional Coordination

• Collaborate with finance, merchandising, and production departments to align procurement activities with budgeting, sales forecasts, and collection plans.

• Participate in cross-departmental meetings to address sourcing issues and ensure timeline adherence.

9. Compliance & Record Maintenance

• Ensure procurement activities adhere to company policies, legal standards, and audit requirements.

• Maintain comprehensive records including purchase orders, supplier contracts, and customs documentation.

General responsibilities

• Undertake other duties and responsibilities as may be assigned by management from time to time, as and when necessary.

Qualifications & Skills



• Bachelor’s degree in Supply Chain Management, Business Administration, Procurement, or a related field

• 1–3 years of relevant experience in procurement, supply chain, or sourcing (retail or fashion industry preferred)

• Knowledge of procurement processes, supplier management, and inventory control

• Familiarity with customs regulations and import/export procedures is an added advantage

• Proficiency in Microsoft Excel, procurement software or equivalent

• Strong understanding of purchasing workflows, sourcing strategies, and cost analysis

• Strong negotiation and communication skills when dealing with suppliers

• Basic understanding of customs duties, tariffs, and import documentation

• Ability to work independently and handle multiple tasks under tight timelines

• Team player with good problem-solving and decision-making skills