Purchase Officer – Job Description

1. Job Title

Purchase Officer – Poultry Integration & Feed Business

2. Department

Purchase / Procurement & Supply Chain

3. Reporting To

Purchase Manager / General Manager – Operations / Management

4. Job Purpose

The Purchase Officer will be responsible for ensuring the timely, economical, and quality-controlled procurement of raw materials, medicines, poultry farm supplies, equipment, packaging materials, and other operational requirements.

The officer will also be responsible for identifying and negotiating with reliable transporters from the market, maintaining a transporter network, arranging vehicles within the required timeline, and ensuring timely transportation of live birds, feed, raw materials, medicines, and other materials.

The position requires strong market knowledge, negotiation skills, vendor development, cost control, follow-up, and coordination with farm, production, sales, accounts, and logistics teams.

5. Key Job Responsibilities A. Transporter Sourcing & Management

- Identify and develop a robust network of local and outside transporters through market references, personal contacts, existing vendors, transport associations, and other sources.
- Continuously hunt for new and affordable transporters to reduce transportation costs and avoid dependency on a limited number of vendors.
- Obtain and compare transportation quotations/rates from multiple transporters before assigning vehicles wherever practical.
- Negotiate competitive transportation rates based on:
- Distance
- Vehicle type
- Load capacity
- Route
- Fuel cost
- Market conditions
- Urgency
- Return-load availability
- Arrange suitable vehicles within the required time frame, particularly for time-sensitive transportation of live birds and poultry feed.
- Ensure that vehicles are available according to the dispatch/placement schedule given by the concerned department.
- Maintain an updated database of transporters containing:
- Name
- Contact number
- Vehicle details
- Vehicle capacity
- Routes served
- Agreed rates
- Payment terms
- Performance history
- Develop alternative transporters for important routes to ensure business continuity in case of vehicle shortages or transporter failure.
- Monitor transporter performance regarding:
- Timeliness
- Vehicle availability
- Vehicle condition
- Driver behaviour
- Route compliance
- Delivery time
- Material/live-bird handling
- Damage/loss incidents
- Immediately escalate any transportation delay, vehicle failure, accident, shortage, or other serious issue to the reporting manager.

B. Live Bird Transportation

- Give special priority to transportation of live birds, understanding that delays can directly affect bird health, mortality, weight, quality, and financial performance.
- Coordinate with the concerned farm, sales, operations,



and dispatch teams to understand the exact requirement and vehicle placement time.
- Ensure that appropriate vehicles are arranged according to the quantity and type of birds being transported.
- Maintain close contact with the transporter and driver until the vehicle reaches the required location.
- Follow up on vehicle movement and immediately communicate delays to the concerned department.
- Maintain records of transporter performance for live-bird movement, including delays, mortality-related issues, vehicle problems, and complaints.
- Where required, negotiate rates based on route, bird quantity, vehicle capacity, and prevailing market rates.

C. Raw Material Procurement

- Procure required raw materials for poultry feed and farm operations at competitive market prices.
- Identify and develop reliable suppliers for materials such as:
- Maize
- Soybean meal
- Rice bran
- DORB
- Oil/cake
- Feed additives
- Minerals
- Vitamins
- Amino acids
- Other feed ingredients
- Regularly collect market rates and price trends for major raw materials.
- Compare rates from different suppliers before placing purchase orders.
- Negotiate with suppliers regarding:
- Purchase price
- Quality
- Quantity
- Credit period
- Delivery charges
- Transportation
- Delivery schedule
- Replacement terms
- Ensure that raw materials are purchased only from approved/reliable suppliers and meet the required quality specifications.
- Coordinate with the Feed Mill, Quality Control, Store/Godown and Accounts departments regarding procurement requirements.
- Ensure that purchase orders are placed sufficiently in advance to prevent stock-outs and interruption of feed production.
- Monitor pending purchase orders and expected delivery dates.

D. Medicines, Veterinary Products & Farm Supplies

- Procure medicines, vaccines, supplements, disinfectants, veterinary products, and other poultry health-related materials as per approved requirements.
- Ensure that medicines and veterinary products are purchased from authorized/reliable suppliers wherever applicable.
- Check:
- Product name
- Quantity
- Batch number
- Manufacturing date
- Expiry date
- Packaging
- Required storage conditions
- Coordinate with the Veterinary/Technical/Farm Team to understand requirements and urgency.
- Ensure timely procurement of medicines to prevent disruption of poultry farm operations.
- Maintain proper records of suppliers, rates, purchase orders, and deliveries.

E. Farm & Operational Purchases





- Procure other materials required for poultry farms, hatcheries, feed mills, warehouses, and offices.
- This may include:
- Poultry equipment
- Feeders and drinkers
- Brooding equipment
- Electrical items
- Plumbing materials
- Cleaning materials
- Disinfectants
- Packaging materials
- Tools
- Spare parts
- Farm consumables
- Safety equipment
- Obtain quotations and negotiate prices wherever required.
- Ensure that emergency requirements are arranged without unnecessary delay while following the company's approval process.

F. Vendor Development & Market Intelligence

- Continuously search for new suppliers and vendors to improve price competitiveness.
- Develop alternative vendors for critical products to avoid supply-chain dependency.
- Maintain regular communication with the market to understand:
- Current prices
- Availability
- Demand and supply
- Seasonal fluctuations
- Transportation costs
- New suppliers
- Credit conditions
- Prepare and submit market price comparisons to the Purchase Manager/Management whenever required.
- Maintain a supplier performance record based on price, quality, delivery, service and reliability.

G. Cost Control & Negotiation

- Always seek the best possible combination of price, quality and delivery time, rather than selecting suppliers solely on the lowest price.
- Negotiate with vendors and transporters to achieve cost savings for the company.
- Compare historical purchase rates with current market rates.
- Identify opportunities for:
- Bulk purchase discounts
- Annual/long-term rates
- Transportation optimization
- Route optimization
- Multiple-vendor quotations
- Better credit terms
- Report significant price increases to management before committing to major purchases.

H. Purchase Documentation & Records

- Prepare and maintain:
- Purchase Requisitions
- Comparative Statements
- Purchase Orders
- Vendor quotations
- Rate confirmations
- Transporter quotations
- Delivery records
- Supplier records
- Purchase registers
- Ensure that purchases are made only after obtaining the required internal approval.
- Maintain proper documentation for audit and accounting purposes.
- Coordinate with Accounts for invoice verification, payment processing, and vendor reconciliation.

I. Coordination & Follow-Up

- Coordinate closely with:
- Farm Managers
- Operations Team
- Feed Mill
- Veterinary/Technical Team
- Store/Godown
- Sales Team
- Accounts Department
- Logistics Team
- Senior Management
- Follow up continuously on all pending purchases and transportation requirements.
- Ensure that critical materials are never allowed to run out due to lack of purchasing follow-up.
- Maintain a daily tracker of pending:
- Purchases
- Deliveries
- Vehicles
- Raw materials
- Medicines
- Emergency requirements

Pay: ₹20,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Purchase Officer (India)
🏢 Motachi Foods Private
📍 India