Job Description

Job Title Purchase Admin. CoordinatorCompany Department Beauty - Fashion - GiftsCountry Scope

Reporting ToBuyer/ Sr. Buyer / Merchandise Department Manager/ Merchandise Division Manager

Responsible For

Job Summary

Purchase coordinator ensures the maintenance of prices in system and provides information for the estimated / actual landed costs.In addition, the Purchase Admin. Coordinator manages the inventory operations and monitors the logistics operations with the help of the logistic team.

As a key role in the organization, Purchase Admin. Coordinator must display a capacity to fully stand the values of Chalhoub Group: Respect – Fairness, Integrity, Humility, Excellence – Role Model, Commitment and Efficiency and Entrepreneurial Spirit – Leadership, Ingenuity and Team Spirit.

Accountabilities

Purchase orders

Enter purchase orders in system (novelties and replenishment)• Process all purchase orders in system, including non-good items ordered by Marketing• Maintain up-to-date order book at all time

Perform operations on back-orders in system• Follow-up with suppliers and update system on back-orders• Send special orders to supplier• Follow up on deliveries with suppliers

Item creation and pricing

Item creation Validating local data from item master data file (newly created items) send by MDM. Provide all information for item creation for local purchases with no owner at the Group level (e.g. direct purchase by local teams such

as watches, watches, sun glasses for beauty stores, items in Kuwait’s visitors stores). Maintain characteristics (traits) for item in system by location (store, warehouse), e.g. item status (discontinued/inactive), consignment

flagging, etc.

Perform execution of revised prices in system Ensure that maintenance of prices (price markdowns, promotions in stores) is performed correctly and on time in the system and

conduct the proper self-checking Escalate immediately issues in price maintenance (e.g. promotions) to IT and local merchandise team Perform correct and timely re-entry in system after error has been detected Perform accurate calculation on initial and revised Estimated Landed Cost Make a proposal to regional merchandise team on initial and revised Estimated Landed cost Submit to Finance the revised Actual Landed Cost if revision exceeds thresholds Enter the new Estimated Landed cost in the system or revised ELC after validation from Regional merchandise manager and finance Collect actual costs for each delivery from different sources and enter Actual Landed Cost in the system

Inventory Management

Perform inventory management operations in system and raise debit/credit notes to suppliersfor goods • Execute inter-country transfers in system• Follow-up with Logistics team on documentation and physical execution• Perform entry of purchase orders of goods in the system correctly and in time as per instructions from local merchandise analyst• Perform entries in system for inventory management as per instructions from local merchandise analyst (store to store transfers,

store to warehouse transfers, returns to vendors, transfers of temporary stock loans to special account• Identify reasons for discrepancies in invoice matching in system (price or quantity), make a report to regional merchandise team to

take a decision on resolution if needed and introduce new invoices in system for resolution of discrepancies• Raise replacement purchase orders or debit / credit notes in the system as per the instructions from local merchandise analyst• Issue insurance claim for damage during delivery or defective item and liaise with insurance department if needed • Collaborate with stock controllers, commercial teams and local merchandise analyst to identify reasons for negative stocks in the

system in stores and warehouses and perform approved adjustments after resolution

• Issue orders for repairs

Stock Liquidation • Follow-up with Factory outlet team on transfers of items selected for liquidation• Execute RTV in system for discontinued items Organize returns with suppliers and logistics

KPIs: Purchase, ordering, pricing inventory management and stock liquidation• Percentage of errors in POs (actual vs. minimal level)• Processing time (e.g. sum of (PO processing – PO fulfillment date) / # PO) – actual vs. target• Percentage of error in price entry (actual vs. minimal level)• Lead time for price entries (actual vs. target)• Logistics & Deliveries

Monitor that logistics operations are performed by Logistics team correctly and on time • Communicate delivery planning schedule established by the regional team to logistics team, coordinate with Logistics team to

ensure that delivery of goods to stores and warehouses happen within planning agreed with supplier, with full quantity requested and with minimal damage and discrepancies and prepare documentation for custom clearance on particular shipment, if requested by logistics team

• Communicate the dispatch list for shipment arriving at the warehouse according to store classification

• Escalate delays of deliveries and variances to regional merchandise team (if needed)• Assess suppliers on standard delivery KPIs (lead time, damage) on a regular basis and communicate assessment to Regional

merchandise team• Gather detailed delivery KPIs by stores ( lead time, damage, etc..), perform detailed analysis onservice levels by storeand report

them to the region in the template provided(lead time monitoring document)• Provide inputs on supply chain costs if needed • Monitor benchmark and performance KPIs of supply chain, in particular warehousing and report them to regional team• Communicate to logistics team the tactical operations during delivery (clubbing, change of incoterm etc) as per the instructions

from Merchandise manager and monitor their execution• Prepare credit / debit notes to suppliers in case of variances and discrepancies at deliveries (escalated to Regional merchandise

manager if issues) • Prepare claims to insurance companies if discrepancies is due to logistics chain (e.gfeight forwarder, transporter)• Ensure that discrepancies and other negative stocks identified during cycle counting in warehouses are addressed on time and as

per group's guidelines• Follow-up on investigations on damages in warehouse• Provide information regarding recurring defective items

Template & reports

Provide information as per regional templates• Provide monthly reports on purchase actuals vs. budget by categories by store, as per pre-defined regional templates

Ideal Profile

Education University Degree in BusinessPrevious experience Mini 1 year of relevant experience

Linguistic SkillsEnglish ExcellentGoodFairPreferableNot RequiredArabic ExcellentGoodFairPreferableNot RequiredFrench ExcellentGoodFairPreferableNot Required

Retail Technical Competencies

Core Competency Description Supporting Skills Level of Expectation

1. Retail Affinity & Understanding

Demonstrates a passion and understanding of retail across markets, channels and brands through the discovery and development of insights

Appropriate use of Retail Operating Model Knowledge

Brand, Category, Channel (e-commerce), Market and Competitive Insight

Right Store and Perfect Store Principles

Intermediate

2. Business & Commercial Acumen

Demonstrates a real understanding of best in class business practices, is able to create and develop sustainable own concepts, efficiently manage franchises, and maximise return on investment

Proficiency in key retail financial levers Proficiency in Supply Chain Dynamics Negotiation Skills Selling Skills

Advanced

3. Operational Excellence

Implements business plans hands on, with efficiency and agility, strong financial control, and seamless execution, resulting in consistent healthy business growth

Retail Planning Skills Executing Key Business Operations Managing Performance Managing People

Foundation

4. Foresight & Creativity

Thinks and acts ahead, demonstrating the ability to unlock opportunities that build and share an ambitious future

Identification of the future state and articulation of the big picture

Introduction of new ideas and ways of thinking

Responsibility and risk calculation in order to achieve the relevant Group vision

Intermediate

5. Superior Guest Experience

Applies compelling shopper insights and knowledge to create a superior end to end shopper experience which generates goodwill and long term customer relationships resulting in Company growth and market leadership

Accuracy of guest profiling Command of critical customer service

drivers to ensure high standards Delivery of unique and rewarding

customer experiences

Foundation

6. Organisational Adaptability

Ability to evolve with the steps of evolution and culture within the organisation, and to engage with and align internal and external stakeholders effectively

Ability to secure company wide buy in and commitment for ideas

Connects and communicates effectively inside and out

Effective internal communication Ability to switch between strategic and

“hands on” approach

Intermediate

Chalhoub Behavioural Competencies

Customer Focus Identifies the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; plans for and provides high-quality, responsive customer service; acts on feedback to keep improving

Managing Diverse Relationships

Approachable, relates well to people at all levels, with a style that puts others at ease; seen as a supportive and cooperative team player; works to solve problems for mutual benefit, using tact to diffuse tense situations; builds constructive relationships across boundaries and business units

Operational Excellence

Takes ownership and is accountable for results, using a systematic approach; sets clear, realistic and measurable goals and priorities; makes decisions in a timely manner; uses resources effectively (people, finances, materials and data) to get things done; works on issues simultaneously to accomplish the goal

Effective Communication

Communicates clearly and concisely, verbally and in writing, in formal and informal settings including presentations; adapts content and style to suit the audience, showing a command of the topic that inspires appropriate action. Shows respectful active listening and acknowledges the other person’s perspective

Energy, Drive and Flexibility

Demonstrates energy, flexibility and drive for results; perseveres despite resistance and setbacks; pushes self and others for results; encourages and accepts constructive feedback and demonstrates a willingness to learn; takes responsibility for his/her self-development

Creativity and Innovation

Generates and contributes new ideas or suggestions for improvement; makes connections between unrelated concepts; open to, and experiments with new approaches; seeks and builds on others’ ideas