Job description for a Supply Manager

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First name and surname ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction defines the tasks, duties, rights, responsibilities, and working relationships of the employee in the profession “Supply Manager (Administrator) (Менеджер (управитель) з постачання),” code ДК 003:2010 — 1475.4. The area of work is the procurement of goods. Structural unit: ____________________.

1.2. The employee belongs to the “managers” category and reports directly to the commercial director or the head of the enterprise. The workplace and work schedule are determined by the employment contract and internal labor regulations.

1.3. The employee is hired and dismissed by order of the employer on grounds and under the procedure provided for by labor legislation. Before starting work, the employee is informed of the job function, working conditions, and this instruction.

1.4. Qualification requirements: higher education in management, economics, entrepreneurship, or trade, and professional competencies in organizing supply. The employee may work independently after becoming familiar with the product range, procurement procedures, contract work, and established financial authority.

1.5. In work, the employee is guided by the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal labor regulations, lawful orders of the employer, this instruction, and approved documents of the employee’s unit.

1.6. The employee must know: the supplier market, product range, and product requirements; methods for planning needs, evaluating offers, and monitoring contract performance; requirements for accompanying and primary documents; procedures for claims, payments, and analyzing stock balances in Torgsoft.

1.7. During the employee’s absence, duties are performed by a person designated by order of the employer, subject to qualification and work authorization requirements, the employee’s consent, and substitution pay in cases established by law. Transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program using their own account and within the access rights granted. The employee must not share the password with others or change data beyond their authority, and must report errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Organizes the supply of goods to the enterprise in accordance with the approved assortment, deadlines, and budget. Obtains requirements from stores and the warehouse and checks whether they are justified.

2.2. Analyzes stock balances and goods movement in Torgsoft within the granted access, compares them with sales plans and open deliveries, and prepares a replenishment plan without unjustified duplication of orders.

2.3. Collects supplier offers and compares price, quality, delivery times, delivery terms, payment terms, and return terms; submits a reasoned selection to the manager under the established procedure.

2.4. Checks counterparty details and required product documents within the scope of the assigned check; refers matters requiring specialized knowledge to the lawyer, accounting department, or commodity specialist.

2.5. Prepares requests, specifications, and contract terms for approval; signs documents and assumes obligations only within the authority granted.

2.6. Sends the approved order to the supplier, confirms the assortment, quantity, price, and deadline; keeps confirmation of changes and informs the warehouse about the expected delivery.

2.7. Monitors delivery performance, agrees on deviations with the manager, and informs the relevant units about delays, substitutions, or short deliveries.

2.8. Compares supplier documents with the agreed terms; works with the warehouse and commodity specialist to address discrepancies in actual receipt.

2.9. Prepares claim materials concerning shortages, quality, and deadlines, monitors agreed returns of goods or other settlement, and submits supporting documents to the accounting department.

2.10. Submits approved payment documents to the accounting department and checks the status of fulfillment of obligations; does not issue payment instructions outside the scope of financial authority.

2.11. Evaluates suppliers’ fulfillment of terms, prepares procurement reports, explains causes of excess stock, and proposes improvements to supply. Discloses any personal interest that may affect the choice of counterparty.

2.12. Completes training and occupational safety briefings required for the work, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment for their intended purpose.

2.13. Immediately informs the direct manager of any threat to life or health, accident, fire, injury, or malfunction. In a dangerous situation, stops the hazardous work, acts in accordance with the response and evacuation plan, and does not endanger themselves or others.

3. Rights

3.1. To receive from the manager and responsible employees the documents, reliable information, and explanations necessary to perform the job function, within established access limits.

3.2. To require serviceable equipment, proper working conditions, necessary materials, and personal protective equipment if required for the work.

3.3. To report violations and submit proposals concerning work organization, preservation of property, safety, and improved service, and to have such proposals considered by the manager.

3.4. To refuse assigned work if a production situation arises that is dangerous to the life or health of the employee, people around them, or to the production environment or natural environment, immediately notifying the direct manager or employer.

3.5. To exercise the right to remuneration, rest, professional training, and protection of labor rights in accordance with the law. To provide explanations regarding the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, violation of labor discipline, and breach of occupational safety requirements, the employee is liable under the procedure and within the limits established by law. Disciplinary sanctions are applied in compliance with the established procedure.

4.2. Material liability arises when the grounds and conditions provided by law are present, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by law; the fact of a shortage alone is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary sanctions, unconditional compensation for shortages, or the employer’s right to deduct funds from wages outside lawful grounds and procedures.

4.4. For violations of rules on preserving documents, accounting data, property, and confidential information, the employee is liable where at fault and within the limits established by law.

5. Job-related working relationships

5.1. The employee agrees the budget and supplier selection with the commercial director; obtains assortment requirements from stores and the commodity specialist, and receipt data from the warehouse.

5.2. The employee coordinates delivery with the logistics specialist, documents and payment with the accounting department, and contractual terms and disputed matters with the lawyer; submits a report on deliveries and deviations to the manager.

5.3. The employee transfers unfinished matters and work results to the employee designated by the manager. The employee records the transfer of documents, goods, funds, or other valuables under the established procedure and reports unresolved discrepancies.

6. Final provisions

6.1. The instruction takes effect after approval by the employer. Before starting the relevant work, the employee must acknowledge it by signing or by another method agreed upon in accordance with the law that allows acknowledgement to be confirmed.

6.2. Amendments to the instruction are approved by order of the employer in compliance with labor legislation and applicable features of martial law. An amendment to the instruction does not replace the proper formalization of a change in job function, transfer, or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel documents. The employee is given the opportunity to consult the current instruction and obtain a copy.

Prepared by: position ____________ signature ____________ first name and surname ____________________ date ____________

Agreed by: position ____________ signature ____________ first name and surname ____________________ date ____________

Acknowledged by the employee: first name and surname ____________________ signature ____________ date ____________

Regulatory framework

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