Job descriptions taking into account professional standards 2016-2017

Sample job description for head of procurement department

A sample job description is compiled taking into account the professional standard Procurement Specialist

1. General provisions

1.1. A person who has:

1) higher education(specialty, master's degree), additional professional education under advanced training programs or professional retraining programs in the field of procurement;

2) work experience in procurement for at least 4 years.

1.2. The head of the purchasing department must know:

1) legal requirements Russian Federation and regulatory legal acts governing activities in the field of procurement;

2) the basics of civil, budget, land, labor and administrative legislation as they apply to procurement;

3) basics of antimonopoly legislation;

4) economic principles of pricing;

5) basics accounting in terms of application to procurement;

6) basic statistics as they apply to procurement;

7) features of pricing in the market (by area);

8) features of drawing up procurement documentation;

9) the procedure for establishing price-forming factors and identifying quality characteristics that affect the cost of goods, works, services (by area);

10) law enforcement practice in the field of logistics and procurement activities;

11) methodology for conducting:

Checking (examination) of the procurement procedure and documentation;

Examination of the compliance of the results provided for in the contract with the terms of the contract;

12) the procedure for drawing up a document in the form of a conclusion based on the results of an inspection (examination) of the procurement procedure and documentation;

13) features of preparing documents for claims work;

14) ethics business communication and rules of negotiation;

15) labor discipline;

16) Internal labor regulations;

17) labor protection requirements and fire safety rules;

18) ……… (other documents, materials, etc.)

1.3. The head of the purchasing department must be able to:

1) use computer and other auxiliary equipment, communications and communications equipment;

2) negotiate, analyze data on the progress of fulfillment of obligations;

3) organize and conduct procedures for attracting experts and expert organizations;

4) check the compliance of facts and data when providing (presenting) the results stipulated by the contract with the terms of the contract;

5) apply liability measures and take other actions in case of violation by the supplier (contractor, performer) of the terms of the contract;

6) involve third-party experts or expert organizations to examine (check) the compliance of the results provided for in the contract with the terms of the contract;

7) draw up and execute documents based on the results of the inspection;

8) ……… (other skills and abilities)

1.4. The head of the purchasing department is guided in his activities by:

1) Federal law dated 04/05/2013 N 44-FZ "On contract system in the field of procurement of goods, works, services to meet state and municipal needs", Federal Law dated July 18, 2011 N 223-FZ "On the procurement of goods, works, services certain types legal entities", Federal Law of December 2, 1994 N 53-FZ "On the purchase and supply of agricultural products, raw materials and food for state needs";

2) ……… (name of the constituent document)

3) Regulations on ……… (name of structural unit)

4) this job description;

5) ……… (names of local regulations regulating labor functions by position)

1.5. The head of the procurement department reports directly to ……… (name of the manager’s position)

1.6. The head of the procurement department manages ……… (name of the structural unit or area of ​​activity within which the group of subordinate employees is organized)

1.7. ……… (other general provisions)

2. Labor functions

2.1. Examination of procurement results, contract acceptance:

1) checking compliance with the terms of the contract;

2) checking the quality of the goods, works, and services presented.

2.2. Management of subordinate employees.

2.3. ……… (other functions)

3. Job responsibilities

3.1. The head of the purchasing department performs the following duties:

3.1.1. As part of the labor function, checking compliance with the terms of the contract:

1) receives information about the progress of fulfillment of the obligations of the supplier (contractor, performer), including about difficulties arising during the execution of the contract;

2) checks the accuracy of the information received on the progress of fulfilling the obligations of the supplier (contractor, performer), including difficulties arising during the execution of the contract;

3) organizes the acceptance procedure for individual stages of contract execution and creates an acceptance commission;

4) attracts experts and expert organizations to conduct an examination of the goods supplied, work performed or services rendered;

5) interacts with the supplier (contractor, performer) when changing or terminating the contract;

6) applies liability measures and takes other actions in the event of a violation by the supplier (contractor, performer) of the terms of the contract, including organizing inclusion in the register of unscrupulous suppliers.

3.1.2. As part of the labor function, checking the quality of goods, works, and services presented:

1) checks the compliance of the results provided for in the contract with the terms of the contract;

2) checks the compliance of facts and data when providing (presenting) the results stipulated by the contract with the terms of the contract;

3) organizes procedures for acceptance of the delivered goods, work performed (its results), services provided and creates an acceptance commission;

4) attracts third-party experts or expert organizations to examine (check) the compliance of the results provided for in the contract with the terms of the contract;

5) prepares materials for the consideration of cases of appealing the actions (inaction) of the customer and for performing claim work;

6) draws up and executes documents based on the results of the inspection.

3.1.3. As part of the labor function, management of subordinate employees:

1) distributes labor functions and official tasks among subordinate employees and exercises control over their implementation;

2) provides advisory support to subordinate employees, gives explanations and instructions within the framework of implementation labor functions subordinate employees;

3) ensures compliance with labor legislation and labor protection legislation in relation to subordinate employees, creation of working conditions that meet established requirements;

4) allows conflict situations between subordinate employees;

5) ……… (other duties)

3.1.4. As part of the performance of his job functions, he carries out instructions from his immediate supervisor.

3.1.5. ……… (other duties)

3.2. When performing his duties, the leading procurement specialist must comply with the following ethical standards:

1) maintain confidentiality of information;

2) comply with the ethics of business communication;

3) take an active position in the fight against professional dishonesty;

4) not to disclose materials of working research;

5) not create conflict situations in the workplace;

6) do not commit actions that discredit the profession and reputation of colleagues;

7) prevent slander and dissemination of information discrediting other organizations and colleagues.

3.3. ……… (other provisions on job responsibilities)

4. Rights

The head of the procurement department has the right:

4.1. Participate in discussions of draft decisions of the organization’s management, in meetings on their preparation and implementation.

4.2. Request clarifications and clarifications from your immediate supervisor regarding these instructions and assigned tasks.

4.3. Request on behalf of the immediate supervisor and receive from other employees of the organization necessary information, documents necessary for the execution of the order.

4.4. Familiarize yourself with draft management decisions relating to the function he performs, with documents defining his rights and responsibilities for his position, and criteria for assessing the quality of performance of his labor functions.

4.5. Submit proposals for the organization of work within the framework of their labor functions for consideration by their immediate supervisor.

4.6. Participate in discussions of issues related to the duties performed.

4.7. ……… (other rights)

5. Responsibility

5.1. The head of the procurement department is held accountable:

For improper performance or failure to fulfill one’s official duties provided for in this job description - in the manner established by the current labor legislation Russian Federation, legislation in the field of procurement;

For offenses and crimes committed in the course of their labor activity, - in the manner established by the current administrative and criminal legislation of the Russian Federation;

For causing damage to the organization - in the manner established by the current labor legislation of the Russian Federation.

5.2. ……… (other liability provisions)

6. Final provisions

6.1. This job description has been developed based on Professional standard"Procurement specialist", approved by the Order of the Ministry of Labor and social protection Russian Federation dated September 10, 2015 N 625n, taking into account……… (details of local regulations of the organization)

6.2. The employee is familiarized with this job description upon hiring (before signing the employment contract).

The fact that the employee has familiarized himself with this job description is confirmed by ……… (by signature on the familiarization sheet, which is an integral part of this instruction (in the journal of familiarization with job descriptions); in a copy of the job description kept by the employer; in another way)

6.3. ……… (other final provisions).

The head of the procurement department is an official classified as a manager. In order for the head of the procurement department to conduct effective management work, he needs to be guided by something. There is a job description for the head of the procurement department specifically for this purpose.

It contains everything that is necessary to carry out the activities of this official. Everything that is there is divided into several sections - chapters. Each chapter contains information (rules) relating to a specific narrow circle of this position.

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Rules for drawing up job descriptions for the head of the procurement department

The principles and postulates underlying all activities (and the basis of the instructions) are located in the main part of the job description of the head of the procurement department. It outlines the methods of carrying out activities, the sequence of processes performed and their features, for example, such as actions during the absence of the head of the procurement department, the procedure for concluding contracts with suppliers, the hierarchy of subordination of officials relating to this instruction.

Organization and personal management of the purchase of goods for an enterprise, formation of an assortment, selection of volumes of supplied products, and the like - these are all the tasks of the head of the purchasing department, which are usually enshrined in the second chapter of the job description of the head of the purchasing department.

The third, as a rule, the largest in volume and number of points, the chapter defines and establishes the responsibilities of the official (head of the procurement department). The responsibilities of the head of the purchasing department include management of the purchasing department, analysis of statistics on individual goods and certain groups of goods, consideration and approval of proposals for improving the purchasing department, and so on.

Specific to instructions this kind is the chapter called “Criteria for evaluating the performance of the head of the procurement department.” The evaluation criteria include items such as compliance with the purchasing budget and implementation of the enterprise plan, optimizing the assortment and setting an effective purchasing policy for the enterprise and similar tasks related to the purchasing department.

As has already become clear, the job description of the head of the procurement department helps determine the degree of efficiency of the official’s performance, carry out activities based on the principles and methods enshrined in the instructions, which in turn allows to increase the performance of the procurement department and the entire enterprise as a whole.

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General provisions

1.1. The head of the procurement department [name of organization] belongs to the category and reports directly (Fill in if necessary) or to his replacement, carries out instructions general director[name of company].

1.2. A person with a higher professional education and work experience in the field of procurement of at least [value] years is appointed to the position of head of the procurement department.

1.3. Appointment to the position of head of the procurement department and dismissal from it are made by order of the general director of [name of organization] upon submission (Fill in if necessary).

1.4. The head of the purchasing department must know:

Basic legislative and regulations regulating the activities of [name of organization];

Current financial and business practices in this area;

Requirements for the quality of goods;

Wholesale and retail prices for product groups from the assortment of [name of organization], including prices of main manufacturers, suppliers, as well as competing organizations;

Procurement methods and procedures;

The procedure for concluding contracts with suppliers and monitoring their implementation;

The procedure for settlements under contracts;

Organization of warehouse operations [name of organization], methods of planning, control and management of warehouse inventory;

Database, as well as other software used by the organization to support the trading process;

Internal labor regulations;

Rules and regulations of occupational health, safety, industrial sanitation and fire protection.

1.5. The head of the purchasing department is assigned the following tasks:

Organization and personal management of goods procurement throughout product range[insert name of organization];

Formation of assortment, determination of purchase volumes and participation in pricing;

Ensuring maximum competitiveness of prices and conditions for purchased products.

Job responsibilities

2.1. The head of the purchasing department is responsible for the following:

Managing the work of the procurement department, distributing responsibility for certain product groups and additional areas of work among department managers;

Determining the order and procedure for purchasing food products, criteria and norms for conducting procurement transactions, determining and agreeing on the procedure for settlements with suppliers;

Condition monitoring warehouse stocks for all product groups;

Optimizing the purchasing policy (frequency of orders, order size, time of order, minimum balance in the warehouse) taking into account changes in consumer demand, seasonal fluctuations, deadlines for sales, the situation in the production of specific food products, as well as other necessary factors;

Conducting regular analysis of statistics on product groups and individual product positions, identifying profitable, low-profit and unprofitable groups of goods, ensuring adjustments to the purchasing policy based on the results of such analysis;

Checking the quantity and quality of internal supplies;

Implementation of timely selection of suppliers;

Organization and conduct of tenders, analysis of tender documentation;

Participation in negotiations with functional departments in order to achieve the most best prices and cost reduction during procurement and delivery;

Assessing the quality and efficiency of existing suppliers and providers;

Cost efficiency management by selecting the most suitable suppliers;

Monitoring the market for goods and services purchased by the company;

Statistics on product groups and individual product items;

Warehouse analysis, purchasing pace planning;

Negotiating, preparing and concluding contracts with suppliers and clients;

Making decisions on necessary changes in working conditions with suppliers, achieving optimal delivery conditions;

Control of the procurement budgeting process, pricing, external logistics;

Organizing the interaction of the purchasing department with other departments [indicate the name of the organization];

Control of purchasing managers (compliance of purchasing prices with the market situation);

Distribution of responsibilities for certain groups of goods among department managers;

Supervising subordinate employees

Rights

3.1. The head of the procurement department has the right:

Act on behalf of [insert the name of the organization], represent the interests of the organization in relations with other organizations and bodies state power on issues of procurement organization;

Get acquainted with draft decisions of the management of [insert the name of the organization] relating to the purchase and sale of products;

Make proposals to the management of [indicate the name of the organization] to improve the activities of the procurement department;

Interact with managers of all structural divisions[insert name of organization];

Request personally or on behalf of the organization’s management from departments the necessary information and documents to complete assigned tasks;

Sign and endorse documents within your competence;

Take part in negotiations with representatives of enterprises and organizations on issues related to the performance of functional duties;

Establish for employees subordinate to him;

Make proposals to the management of [indicate the name of the organization] to improve the work of the procurement department and its interaction with divisions;

Submit for consideration to the management of [insert the name of the organization] proposals on the appointment, transfer and dismissal of employees of the procurement department, proposals for their encouragement or imposition of penalties on them;

Improve your skills.

Responsibility

4.1. The head of the purchasing department is responsible for:

Failure to perform (improper performance) of one’s official duties provided for by this document, within the limits determined by the labor legislation of the Russian Federation;

Offenses committed in the course of carrying out their activities - within the limits determined by the administrative, criminal and civil legislation of the Russian Federation;

Causing material damage - within the limits determined by labor, criminal and civil legislation of the Russian Federation.

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Job description of the head of the procurement department

I. General provisions
1. Chief Purchasing Department belongs to the category of Managers.

2. A person with a higher education and professional experience in the field of procurement of at least 3 years is appointed to the position of Head of the Procurement Department.

3. Appointment to the position of Head of the Procurement Department and dismissal from it are made by order of the General Director of the Enterprise on the recommendation of the Commercial Director.

4. The Head of the Procurement Department must know:

4.1. The main legislative and regulatory acts regulating the activities of companies in the wholesale and retail trade food products.

4.2. Current financial and business practices in this area.

4.3. The Company's requirements for the quality of goods.

4.4. Wholesale and retail prices for product groups from the Company’s assortment, including prices of main manufacturers, Suppliers, as well as competing companies.

4.5. Methods and procedures for purchasing food products.

4.6. The procedure for concluding contracts with Suppliers and monitoring their implementation.

4.7. Procedure for settlements under contracts.

4.8. Organization of the enterprise's warehouse operations, methods of planning, control and management of warehouse stock.

4.9. The XXX database, as well as other software used by the Company to support the trading process.

5. The Head of the Procurement Department reports to the Commercial Director or his deputy and carries out the instructions of the General Director.

6. The Head of the Procurement Department is a member of the expanded composition of the Board of Directors of the Company, and, on behalf of the Board of Directors, prepares materials for discussing issues on the Board’s agenda.

7. During the absence of the Head of the Procurement Department (business trip, vacation, illness, etc.), his duties are performed by the Purchasing Manager appointed by the Commercial Director, who acquires the corresponding rights and is responsible for the proper performance of the duties assigned to him.

II. Objectives of the position
1. Organizes and personally manages the purchase of goods across the entire range of the Enterprise.

2. Forms an assortment, determines purchase volumes and participates in pricing.

3. Ensures maximum competitiveness of prices and conditions for purchased products.

4. Ensures that margin targets are met while maintaining the competitiveness of the Enterprise's output prices.

III. Job responsibilities
Head of Procurement:

1. Manages the work of the Procurement Department, distributes responsibility for certain product groups and additional areas of work among the Department managers.

2. Determines the procedure and procedure for purchasing food products, criteria and norms for conducting procurement transactions, determines and agrees on the procedure for settlements with Suppliers.

3. Monitors the condition of warehouse stocks for all product groups.

4. Optimizes purchasing policy (frequency of orders, order size, time of order, minimum balance in warehouse) taking into account changes in consumer demand, seasonal fluctuations, deadlines for sales, the situation in the production of specific food products, as well as other necessary factors.

5. Conducts regular analysis of statistics on product groups and individual product items, identifies profitable, low-profit and unprofitable groups of goods, ensures adjustments to the purchasing policy based on the results of such analysis.

6. Makes decisions about necessary for the Company changes in the conditions of work with specific Suppliers (about necessary discounts, changes in input prices, terms of payment, delivery, packaging, etc.), as well as decisions on the size of further purchases or their possible termination, if necessary, coordinates its decisions with the Commercial Director.

7. Explores marketing information, commercial offers and promotional materials in order to identify stable demand for new product groups and/or changes in demand for products from the existing assortment of the XXX Company.

8. Reviews and, based on the economic interests of the Enterprise, approves proposals from the managers of the Department for the purchase of commodity items assigned to them.

9. Controls and ensures the preparation of concluding contracts with manufacturers and suppliers, agreeing on the terms and conditions of deliveries, studies the possibility and feasibility of cooperation of the XXX Company with other enterprises and organizations to obtain more favorable purchasing conditions.

10. Ensures that the Company is provided with the most profitable and favorable payment conditions.

11. Together with the Financial Service, organizes mutual settlements with Suppliers, monitors the status of the Company’s accounts payable arising in connection with the purchase of goods.

12. Develops, together with the Financial Service, a weekly payment schedule for Suppliers of the Enterprise.

13. Organizes claim work with Manufacturers and Suppliers in the event of their violation of contractual obligations, controls the settlement of these claims, and coordinates with them changes in the terms of concluded contracts.

14. Constantly prepares alternative options for less costly and more profitable purchases.

15. Together with the Financial Service, keeps records of the costs of the XXX Company for the purchase of food products, regulates costs within the allocated limit (purchase budget).

16. Sets bonus goals and calculates the bonus part of remuneration for Department employees in accordance with the procedure established at the Enterprise.

17. Organizes the ongoing interaction of its Department with other departments included in the Commercial Service, as well as with departments included in the Services of the General, Financial and Executive Directors.

18. Forms cost estimates for the Department, guarantees the correctness of the data contained in them, as well as control over their execution.

19. Prepares all reporting forms established for the Department, controls the correctness of the information contained in them, confirms (endorses) their accuracy.

20. Ensures proper accounting, maintenance and storage of documentation in his Department (databases, contracts, powers of attorney, etc.).

21. Ensures the timely execution by all employees of the Department, without exception, of orders, orders, instructions, etc. issued at the Enterprise.

22. Maintains good working relationships within the workforce.

23. Develops proposals for improving organizational and personnel structure Department, activities professional development employees, increasing their motivation.

24. Carries out work to prevent theft by employees of the Department.

25. Provides save mode trade secret employees of the Department.

26. Carry out official assignments from his immediate supervisor and direct superiors.

IV. Rights
The Head of the Procurement Department has the right to:

1. Act on behalf of the Enterprise, represent the interests of the Enterprise in relations with other organizations and government bodies on issues of organizing procurement.

2. Get acquainted with the draft decisions of the Enterprise Management regarding the procurement and sales of products.

3. Submit proposals to improve the activities of the Procurement Department for consideration by the Enterprise Management.

4. Interact with the heads of all structural divisions of the Enterprise.

5. Request personally or on behalf of the Enterprise Management from the heads of departments and specialists information and documents necessary to fulfill their official duties.

6. Sign and endorse documents within your competence.

7. Submit for consideration by the Commercial Director proposals on the appointment, transfer and dismissal of employees of the Procurement Department, proposals for their encouragement or the imposition of penalties on them.

V. Responsibility
The Head of the Procurement Department is responsible for:

1. For improper performance or failure to fulfill one’s job duties provided for in this job description - within the limits determined by the current labor legislation of the Russian Federation.

2. For causing material damage - within the limits determined by the current labor and civil legislation of the Russian Federation.

3. For errors made in the process of organizing procurement, which led to low sales of goods - within the limits of the variable part of the salary.

VI. Criteria for evaluating the performance of the Head of the Procurement Department
The criteria for assessing the activities of the Head of the Procurement Department are:

· Compliance with the procurement budget.

· Fulfillment of the Company's margin plans.

· Implementation of a plan to save costs on the purchase and storage of goods.

· Optimization of the assortment (ratio of popular and non-traditional items).

· Setting up an effective procurement policy for the Enterprise.

· Organizing the smooth operation of the Procurement Department.

· Saving internal departmental costs.

· Absence of negative assessments from the Management of the Company and the Management of the Commercial Service.

· Absence of justified claims against the Procurement Department from other structural divisions of the Enterprise.

VII. Final provisions
1. This Job Description is drawn up in two copies, one of which is kept by the Company, the other by the employee.

2. The tasks, duties, rights and responsibilities of the Head of the Procurement Department can be clarified in accordance with changes in the Structure, Tasks and Functions of the Commercial Service.

3. Changes and additions to this Job Description are made by order of the General Director of the Enterprise.

I approve

[position, signature, full name.

Manager or other

Official authorized

Approve

[organizational and legal form, job description]

name of organization, [day, month, year]

enterprises] M.P.

Job description

head of procurement department [name of organization]

This job description has been developed and approved in accordance with the provisions Labor Code Russian Federation and other legal acts regulating labor relations.

1. General Provisions

1.1. The head of the procurement department of [name of organization] belongs to the category of managers and reports directly to [fill in the required one] or his replacement, carries out instructions from the general director of [name of organization].

1.2. A person with a higher professional education and work experience in the field of procurement of at least [value] years is appointed to the position of head of the procurement department.

1.3. Appointment to the position of head of the procurement department and dismissal from it are made by order of the general director of [name of organization] upon submission of [fill in what is required].

1.4. The head of the purchasing department must know:

Basic legislative and regulatory acts regulating the activities of [name of organization];

Current financial and business practices in this area;

Requirements for the quality of goods;

Wholesale and retail prices for product groups from the assortment of [name of organization], including prices of main manufacturers, suppliers, as well as competing organizations;

Procurement methods and procedures;

The procedure for concluding contracts with suppliers and monitoring their implementation;

The procedure for settlements under contracts;

Organization of warehouse operations [name of organization], methods of planning, control and management of warehouse inventory;

Database, as well as other software used by the organization to support the trading process;

Internal labor regulations;

Rules and regulations of occupational health, safety, industrial sanitation and fire protection.

1.5. The head of the purchasing department is assigned the following tasks:

Organization and personal management of the purchase of goods across the entire product range [indicate the name of the organization];

Formation of assortment, determination of purchase volumes and participation in pricing;

Ensuring maximum competitiveness of prices and conditions for purchased products.

2. Job responsibilities

2.1. The head of the purchasing department is responsible for the following: job responsibilities:

Managing the work of the procurement department, distributing responsibility for certain product groups and additional areas of work among department managers;

Determining the order and procedure for purchasing food products, criteria and norms for conducting procurement transactions, determining and agreeing on the procedure for settlements with suppliers;

Monitoring the status of warehouse stocks for all product groups;

Optimizing the purchasing policy (frequency of orders, order size, time of order, minimum balance in the warehouse) taking into account changes in consumer demand, seasonal fluctuations, deadlines for sales, the situation in the production of specific food products, as well as other necessary factors;

Conducting regular analysis of statistics on product groups and individual product items, identifying profitable, low-profit and unprofitable product groups, ensuring procurement policy adjustments based on the results of such analysis;

Checking the quantity and quality of internal supplies;

Implementation of timely selection of suppliers;

Organization and conduct of tenders, analysis of tender documentation;

Participation in negotiations with functional departments in order to achieve the best prices and reduce costs during procurement and deliveries;

Assessing the quality and efficiency of existing suppliers and providers;

Cost efficiency management by selecting the most suitable suppliers;

Monitoring the market for goods and services purchased by the company;

Statistics on product groups and individual product items;

Warehouse analysis, purchasing pace planning;

Negotiating, preparing and concluding contracts with suppliers and clients;

Making decisions on necessary changes in working conditions with suppliers, achieving optimal delivery conditions;

Control of the procurement budgeting process, pricing, external logistics;

Organizing the interaction of the purchasing department with other departments [indicate the name of the organization];

Control of purchasing managers (compliance of purchasing prices with the market situation);

Distribution of responsibilities for certain groups of goods among department managers;

Supervising subordinate employees

3. Rights

3.1. The head of the procurement department has the right:

Act on behalf of [insert the name of the organization], represent the interests of the organization in relations with other organizations, government bodies on procurement issues;

Get acquainted with draft decisions of the management of [insert the name of the organization] relating to the purchase and sale of products;

Make proposals to the management of [indicate the name of the organization] to improve the activities of the procurement department;

Interact with the heads of all structural divisions of [indicate the name of the organization];

Request personally or on behalf of the organization’s management from department heads and specialists the necessary information and documents to complete assigned tasks;

Sign and endorse documents within your competence;

Take part in negotiations with representatives of enterprises and organizations on issues related to the performance of functional duties;

Establish job responsibilities for employees subordinate to him;