Position Overview

We are seeking a commercially minded and detail-oriented Procurement Specialist / Buyer to manage purchasing activities, coordinate supplier relationships, and ensure the timely procurement of goods and services for an organisation operating in Estonia. The successful candidate will support cost-effective purchasing decisions while maintaining quality standards, reliable supply arrangements, and compliance with internal procurement procedures.

The role involves sourcing suppliers, evaluating quotations, negotiating commercial terms, preparing purchase orders, monitoring deliveries, and maintaining accurate procurement records. Working closely with finance, operations, IT, facilities, and other internal departments, the Procurement Specialist / Buyer will ensure that purchasing requirements are clearly defined and fulfilled within agreed budgets and timelines.

The ideal candidate combines analytical thinking with strong negotiation and organisational skills. They should be able to assess supplier performance, identify cost-saving opportunities, manage competing purchasing priorities, and maintain professional relationships with vendors in a fast-paced business environment.

Key Responsibilities

1. Procurement Planning and Purchasing

• Coordinate purchasing activities based on approved departmental requirements, operational priorities, and budget allocations.
• Review purchase requests to confirm specifications, quantities, delivery requirements, and approval status before initiating procurement.
• Source suitable products, equipment, software, supplies, and services from qualified suppliers.
• Prepare purchase orders and ensure that purchasing documentation is accurate, complete, and properly authorised.
• Monitor order progress and coordinate with suppliers to ensure timely delivery.
• Maintain visibility over outstanding orders, backorders, delivery delays, and other supply-related issues.

2. Supplier Sourcing and Evaluation

• Identify potential suppliers through market research, supplier directories, professional networks, and industry recommendations.
• Request and compare quotations, proposals, product specifications, delivery schedules, and warranty conditions.
• Assess suppliers based on price, quality, reliability, service capability, payment terms, and delivery performance.
• Maintain an updated supplier database containing contact details, product categories, commercial terms, and relevant documentation.
• Conduct periodic supplier reviews and recommend improvements or alternative sourcing options where appropriate.
• Support supplier onboarding in coordination with finance, compliance, and other relevant departments.

3. Commercial Negotiation and Cost Management

• Negotiate pricing, discounts, payment terms, delivery conditions, service commitments, and other commercial arrangements within delegated authority.
• Analyse quotations and total cost of ownership, including transportation, installation, maintenance, and other applicable costs.
• Identify opportunities for cost reduction through supplier consolidation, competitive sourcing, volume purchasing, and contract review.
• Monitor price changes and market conditions that may affect purchasing decisions.
• Ensure that procurement decisions balance cost savings with quality, operational reliability, and long-term value.
• Document negotiated terms and ensure that agreed conditions are reflected accurately in purchase orders and contracts.

4. Purchase Order and Delivery Management

• Prepare, issue, and track purchase orders through the organisation’s approved procurement systems.
• Confirm order acknowledgements, delivery dates, shipping arrangements, and any special handling requirements.
• Coordinate with suppliers and internal departments to resolve delayed deliveries, incorrect items, shortages, and damaged goods.
• Verify delivered goods and services against purchase orders, agreed specifications, and supporting documentation.
• Follow up on outstanding orders and communicate material delivery risks to the relevant stakeholders.
• Maintain accurate records of order status, delivery confirmations, returns, and supplier-related issues.

5. Contract and Supplier Relationship Management

• Maintain procurement contracts, quotations, price lists, warranties, service agreements, and supplier correspondence.
• Monitor contract expiry dates, renewal deadlines, agreed pricing, and supplier performance obligations.
• Support contract reviews and negotiations in collaboration with management and the relevant legal or procurement specialists.
• Build professional relationships with suppliers to improve responsiveness, service quality, and commercial cooperation.
• Address routine supplier disputes and escalate significant contractual or performance concerns appropriately.
• Ensure that procurement commitments remain within approved budgets and delegated purchasing authority.

6. Budgeting, Invoicing, and Financial Coordination

• Work with the finance team to confirm budget availability and support purchasing forecasts.
• Check supplier invoices against purchase orders, delivery records, and agreed commercial terms.
• Investigate discrepancies involving pricing, quantities, taxes, delivery charges, or payment conditions.
• Maintain procurement expenditure records and prepare reports on purchasing activity, cost savings, and outstanding commitments.
• Support invoice reconciliation and ensure that required documentation is available for payment processing.
• Help identify spending trends and opportunities to improve purchasing efficiency.

7. Procurement Compliance and Risk Management

• Follow internal purchasing policies, approval procedures, supplier selection standards, and documentation requirements.
• Support appropriate supplier due diligence and maintain required onboarding records in coordination with relevant teams.
• Identify risks involving supplier concentration, delivery reliability, quality issues, price volatility, and contractual obligations.
• Maintain clear audit trails for quotations, supplier comparisons, approvals, purchase orders, and contract decisions.
• Protect commercially sensitive information and handle supplier data in accordance with applicable company policies and data protection requirements.
• Support compliance with relevant Estonian and European Union requirements applicable to the organisation’s procurement activities.

8. Process Improvement and Procurement Reporting

• Maintain accurate purchasing trackers, supplier registers, order logs, and procurement performance reports.
• Use spreadsheets and procurement systems to monitor purchasing volumes, expenditure, supplier lead times, and delivery performance.
• Recommend improvements to sourcing procedures, purchase approval workflows, and supplier evaluation methods.
• Support the adoption of digital procurement tools and standardised purchasing templates.
• Prepare periodic reports for management covering cost trends, supplier performance, savings opportunities, and outstanding procurement issues.
• Contribute to the development of more efficient, transparent, and scalable purchasing processes.

Qualifications and Experience

• Bachelor’s degree or diploma in Procurement, Supply Chain Management, Business Administration, Logistics, Finance, or a related discipline.
• Professional certification in procurement or supply chain management is an advantage.
• Relevant experience in procurement, purchasing, buying, sourcing, or supplier management.
• Demonstrated ability to evaluate supplier quotations, negotiate commercial terms, manage purchase orders, and monitor deliveries.
• Strong numerical and analytical skills, including the ability to compare prices, assess total costs, and prepare expenditure reports.
• Experience working with spreadsheets, purchasing software, enterprise resource planning systems, or supplier management platforms.
• Understanding of supplier due diligence, procurement documentation, contract administration, and internal purchasing controls.
• Excellent organisational skills, attention to detail, and the ability to manage multiple orders and deadlines.
• Strong written and verbal communication skills in English. Estonian language proficiency is beneficial when working with local suppliers and service providers.

Core Competencies

• Strategic sourcing and supplier identification
• Commercial negotiation and cost optimisation
• Purchase order and delivery management
• Supplier performance evaluation
• Budget monitoring and expenditure analysis
• Contract and procurement documentation
• Risk awareness and purchasing compliance
• Inventory and supply coordination
• Data analysis and procurement reporting
• Stakeholder communication and relationship management
• Problem-solving and process improvement

Performance Expectations

The Procurement Specialist / Buyer will be expected to secure suitable goods and services at competitive commercial terms while meeting quality, delivery, and budget requirements.

Performance will be assessed through purchasing cost efficiency, order accuracy, supplier delivery performance, procurement cycle times, invoice discrepancy rates, supplier service quality, compliance with purchasing procedures, and the reliability of procurement records.

First-Year Objectives

During the first 12 months, the successful candidate will be expected to establish a clear overview of supplier relationships and purchasing requirements, strengthen procurement documentation, and improve the tracking of purchase orders and deliveries. Additional objectives will include identifying measurable cost-saving opportunities, introducing consistent supplier evaluation practices, improving invoice matching, and developing reliable procurement reports to support management decisions.

Why This Opportunity

This position offers the opportunity to influence purchasing efficiency, supplier relationships, and cost management within an organisation operating in Estonia. The Procurement Specialist / Buyer will work across multiple departments, contribute to sound commercial decisions, and help ensure that business teams receive the goods and services they need at the right time and within approved budgets.

The role is suited to a procurement professional who values transparency, commercial discipline, supplier collaboration, and continuous improvement.

Ideal Candidate

The ideal candidate is analytical, commercially aware, organised, and confident in supplier negotiations. They can compare competing offers objectively, identify potential risks, and make purchasing recommendations based on price, quality, delivery, and long-term value.

They demonstrate integrity in procurement decisions, maintain accurate records, and communicate effectively with suppliers and internal stakeholders. Above all, they understand that successful procurement is not simply about securing the lowest price; it is about achieving the best overall value while protecting quality, continuity of supply, and the organisation’s commercial interests.

Are you interested in this position?

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