| Detail | For this role |
|---|---|
| Department | Procurement and Purchase |
| Level | Entry level |
| Reports to | Procurement Manager |
| Direct reports | None |
| Experience | 1 to 3 years in procurement or purchase support |
Procurement Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Procurement Executive
Department: Procurement and Purchase
Reports to: Procurement Manager
Location: [City], [office, branch or site]
About the role
A Procurement Executive handles requisition to order for the spend assigned to them and keeps the buying process moving in the system. They gather requirements, get and compare quotes, raise orders and follow up delivery, mostly for indirect and lower value direct buys. The role reports to the Procurement Manager. A good procurement executive closes requisitions within the service time, keeps quotes and orders clean in the system, brings small savings through comparison, and gives users a reliable route to buy what they need within policy.
Key responsibilities
- Gather requirements from users and check them for specification, budget and approval before sourcing.
- Get and compare quotes for assigned buys and recommend the best on price and terms.
- Raise purchase orders in the system with correct specifications, prices, taxes and delivery.
- Follow up suppliers on confirmation, dispatch and delivery and keep users informed.
- Close requisitions within the agreed service time and clear the daily queue.
- Support supplier onboarding by collecting documents and setting up records.
- Coordinate goods receipt and invoice queries with stores and accounts.
- Bring small savings by comparing quotes and consolidating similar requests.
- Keep order status, prices and supplier records current in the system.
- Escalate exceptions and off policy requests to the procurement manager.
Requirements
- Graduate in commerce, arts or engineering
- A purchase or supply chain course is an advantage
- Basic knowledge of GST on purchases
- 1 to 3 years in procurement or purchase support
KRAs and KPIs for a Procurement Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Requisition turnaround | Requisitions closed within the agreed service time each month |
| Quote discipline | Assigned buys supported by comparative quotes above the agreed share |
| Order accuracy | Purchase orders raised without error above the agreed level |
| Savings | Small savings from comparison recorded against the monthly target |
| System hygiene | Order and supplier data kept current above the agreed accuracy |
| User satisfaction | User complaints on buying handling kept below the agreed level |
Skills and tools
Tools used day to day: SAP MM, Zoho or ERP purchasing, MS Excel, Vendor portals, Email.
Reporting line and career path
Next roles: Procurement Specialist, Procurement Manager, Category Manager
Interview questions for a Procurement Executive
- How do you close requisitions quickly without cutting quote discipline?
- How do you compare quotes when specifications differ slightly?
- What do you check on a requisition before you start sourcing?
- How do you handle a user who wants to bypass the process for speed?
- How do you keep order and supplier data clean in the system?
- Tell me about a small saving you found through comparison.
Managing a Procurement Executive in ZeniaHR
Hire and manage your procurement and purchase team in one place
Post the role, onboard the new hire, and track attendance, leave and KRAs in ZeniaHR. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What does a Procurement Executive do?
A Procurement Executive handles requisition to order for assigned spend, mostly indirect and lower value buys. They gather requirements, get and compare quotes, raise orders and follow up delivery. They keep the system clean, bring small savings through comparison, and give users a reliable, policy compliant way to buy.
What is the difference between a Procurement Executive and a Purchase Executive?
The roles are close and titles vary. A Procurement Executive often leans toward indirect buying and process work in the system, closing requisitions within a service time. A Purchase Executive often leans toward plant or office buying with goods receipt and vendor follow up. Both are hands on buying roles.
What qualifications do you need to become a Procurement Executive?
Most roles ask for a graduate degree in commerce, arts or engineering. A purchase or supply chain course helps, along with comfort using a purchasing system and spreadsheets and a basic grasp of GST. Employers value quote discipline, accuracy and a helpful, policy minded approach.