1. Job Description
Job Title Purchase Admin. Coordinator
Company Department Beauty - Fashion - Gifts
Country Scope
Reporting To
Buyer/ Sr. Buyer / Merchandise
Department Manager/ Merchandise
Division Manager
Responsible For
Job Summary
Purchase coordinator ensures the maintenance of prices insystem and provides information for the estimated / actual landed costs .In
addition, the Purchase Admin. Coordinator managesthe inventoryoperations andmonitors the logistics operations with the help of the
logistic team.
As a keyrole inthe organization, Purchase Admin. Coordinator must displaya capacityto fullystand the valuesof 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 informationfor item creationfor local purchases with noowner at the Grouplevel (e.g. direct purchase bylocal teams such as
watches, watches, sun glasses for beauty stores, items in Kuwait’s visitors stores).
 Maintaincharacteristics (traits)for iteminsystembylocation (store, warehouse), e.g. i temstatus (discontinued/inactive), consignment
flagging, etc.
 Perform execution of revised prices in system
 Ensure that maintenance ofprices (price markdowns, promotions instores)is performed correctlyandon time inthe 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 Lan ded 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 Landedcost in the system or revisedELCafter 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 entryof purchase orders of goods in the system correctlyand intime as per instructions from local merch andise analyst
• Perform entries in system for inventorymanagement 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
• Identifyreasons for discrepancies ininvoice 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 identifyreasons for negative stocks in the

2. 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 deliveryplanningschedule establishedbythe regional team to logistics team, coordinate with Logistics teamto ensure
that deliveryof goods to stores andwarehouses happenwithin planning agreedwith supplier, withfull quantity requested and with
minimal damage anddiscrepancies andprepare documentationfor custom clearance on particular shipment, ifrequested bylogis tics
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 deliveryKPIs (lead time, damage) on a regular basis and commun icate assessment to Regional
merchandise team
• Gather detaileddeliveryKPIs bystores ( lead time, damage, etc..), perform detailedanalysisonservice levels bystoreandreport 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 duringdelivery(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 anddiscrepancies 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 identifiedduring cycle countinginwarehousesare addressedontime 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 Business
Previous experience Mini 1 year of relevant experience
Linguistic Skills
English ExcellentGoodFairPreferableNot Required
Arabic ExcellentGoodFairPreferableNot Required
French ExcellentGoodFairPreferableNot Required

3. Retail Technical Competencies
Core Competency Description Supporting Skills Level of
Expectation
1. Retail Affinity &
Understanding
Demonstrates a passionandunderstanding
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 understandingof best
in class businesspractices, is able to create
and develop sustainable own concepts,
efficiently manage franchises, and
maximise return on investment
 Proficiencyin keyretail 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, andseamless execution, resulting
in consistent healthy business growth
 Retail Planning Skills
 Executing Key Business Operations
 Managing Performance
 Managing People
Foundation
4. Foresight &
Creativity
Thinks andacts ahead, demonstrating the
abilityto 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
 Responsibilityand risk calculationinorder
to achieve the relevant Group vision
Intermediate
5. Superior Guest
Experience
Applies compelling shopper insights and
knowledge to create a superior endto end
shopper experience which generates
goodwill and long term customer
relationships resultinginCompany 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, andto engage withandalign
internal and external stakeholders
effectively
 Abilityto secure companywide buyinand
commitment for ideas
 Connects andcommunicates effectively
inside and out
 Effective internal communication
 Abilityto 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