I. General provisions
1. A person with secondary vocational education, additional vocational education under an advanced training program and a professional retraining program in the field of procurement is appointed to the position of procurement specialist.
2. No practical experience is required.
3. Appointment to the position of procurement specialist, as well as dismissal from it, is made by order of the head of the organization.
4. The procurement specialist must know:
4.1. Requirements of the legislation of the Russian Federation and regulations governing activities in the field of procurement
4.2. Fundamentals of civil, budget, land, labor and administrative legislation as applied to procurement
4.3. Fundamentals of antimonopoly legislation
4.4. Fundamentals of accounting as they apply to procurement
4.5. Features of pricing in the market (by area)
4.6. Methods for determining and justifying initial maximum contract prices
4.7. Fundamentals of computer science as applied to procurement
4.8. Ethics of business communication and rules of negotiation
4.9. Labor discipline and internal labor regulations
4.10. Occupational safety requirements
4.11. ___________________________________________________________________________
5. The purchasing specialist reports directly to ____________.
6. During the absence of a procurement specialist (vacation, illness, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the corresponding rights and is responsible for their proper execution.
7. The procurement specialist must:
— maintain confidentiality of information;
— observe the ethics of business communication;
-take an active position in the fight against professional dishonesty;
— not to disclose materials of working research;
— do not create conflict situations in the workplace;
— do not commit actions that discredit the profession and reputation of colleagues;
— prevent slander and dissemination of information discrediting other organizations and colleagues.
8. ________________________________________________________________
Requirements for a public procurement specialist
In order for a person to apply for a position within the framework of Law 44-FZ, he must have:
- Profile education (secondary specialized, higher, additional) depending on the level of the position. Completion of advanced training courses approved at the state level is allowed.
- Sufficient practical and theoretical knowledge of the requirements of Law 44-FZ and by-laws in the field of public procurement.
- Experience with government contracts.
- Accounting skills and knowledge of document management (drawing and editing documents).
- Knowledge of basic economics and pricing.
All these conditions must be reflected in the relevant instructions.
III. Rights
The purchasing specialist has the right:
1. Request and receive the necessary information, as well as materials and documents related to issues of their activities.
2. Improve your qualifications, undergo retraining (retraining)
3. Take part in the discussion of issues included in his functional responsibilities.
4. Make suggestions and comments on how to improve activities in the assigned area of work.
5. Require the management of the organization to provide assistance, including ensuring organizational and technical conditions and execution of the established documents necessary for the performance of official duties.
6. Make independent decisions, guided by qualification requirements and job responsibilities
7. ___________________________________________________________
Procedure for familiarizing yourself with the job description
The conclusion of an employment contract, which, in fact, marks the moment of employment, is the ideal time for the future employee to carefully study what the responsibilities of a procurement specialist are, that is, to familiarize themselves with the job description. How to record the fact that the employee was provided with all the necessary information? There are several ways. Among them are the following:
- personal signature (and its transcript), as well as the date, which indicate that the procurement specialist has already carefully studied his duties and is ready to confirm this; placed in a special magazine, which is specifically designed for these purposes;
- a separate note that the employee is fully informed, which is certified by the personal signature of the individual employee directly under the text of the job description itself, intended for familiarization of each new candidate;
- a similar mark, also certified by signature and date, which is placed under the text of an individual job description, personally prepared for an individual employee, which is subsequently attached to his personal file opened at the enterprise.
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IV. Responsibility
The Purchasing Specialist 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 offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Russian Federation.
3. For causing material damage - within the limits determined by the current labor and civil legislation of the Russian Federation.
4. ____________________________________________________________________
This job description has been developed in accordance with the provisions (requirements) of the Labor Code of the Russian Federation dated December 30, 2001 No. 197 FZ (Labor Code of the Russian Federation) (with amendments and additions), the professional standard “Procurement Specialist” approved by order of the Ministry of Labor and Social Protection Russian Federation dated September 10, 2020 No. 625n and other legal acts regulating labor relations.
Principles for drawing up instructions
Since current legislation does not provide for a uniform form of job description, companies have a wide range of options for its preparation. However, there are formal standards according to which the instructions include four main sections, adding several (1-3) additional points to them if necessary.
Typical sections:
- General section.
- Functions.
- Rights.
- Responsibility.
To the designated sections you can add those that describe job relationships or, for example, working conditions.
The instructions are printed on corporate letterhead. Its design is standard: the data of the company and its director are placed in the upper right corner, the name of the instructions is indicated in the center, and space is left in the lower part for the employee’s signature and its transcript, as well as the signatures of other persons, if required by the company’s document flow rules.
General section
A typical section describing the qualification requirements for an employee and containing information about to whom the employee reports.
Functions
The section specifies the responsibilities that are assigned to the employee in the first place. It is worth approaching the compilation of their list with maximum responsibility, so as not to overload the specialist with secondary tasks. In addition, it is important to take into account the scope of the company’s activities and the resulting features of the buyer’s work.
Many companies employ entire staffs of purchasing specialists. In this case, it is important to clearly separate the functions of one specialist from another so that confusion and duplication of responsibilities do not arise.
Responsibility
This section is devoted to a description of the grounds on which a specialist can be held accountable. Here the points of responsibility are stated in a general form, and specific aspects of responsibility are determined during legal proceedings.
Rights
In this section, in addition to listing standard rights, it is important to identify specific rights that arise due to the characteristics of procurement activities in a particular company. So, if enterprises conduct purchases on the basis of foreign trade activities or on the basis of Federal Law No. 44, then the rights of specialists in them may differ greatly.
Official connections
An additional section that is extremely important for the job description of a procurement specialist. In the course of his work, the employee must interact with sales managers, accountants, as well as other employees and clients. That is why in this section it is necessary to clearly describe with whom, on what grounds and on what aspects the employee should interact.
The instruction acquires legal significance after its form is signed by the employee and the head of the company. Depending on the requirements of a particular organization, an additional signature of an authorized supervisory employee, for example, the head of the personnel department, may be added. It is not necessary to put the company seal on the DI.
Responsibilities
The list of responsibilities a purchasing manager will have in a particular organization depends on its profile and the position of this manager. As already mentioned, the responsibilities of the buyer are established by his job description:
- timely monitor the emergence of a need for a particular product from the company, collect requests for the purchase of necessary items from other services, and create a list of needs;
- analyze the market, find the most profitable offers;
- negotiate with suppliers;
- prepare the necessary documents for deliveries: contracts, orders to contractors, documents for acceptance of goods;
- organize and participate in the acceptance of goods;
- prepare claims to suppliers for non-compliance of goods with delivery conditions and respond to claims from suppliers;
- assist other departments in resolving supply-related issues, for example, in cooperation with the legal department, the supplier relations manager conducts negotiations and business correspondence, resolves controversial situations;
- monitor trade turnover in the organization;
- analyze the activities of the organization, draw up reports and inform management about the state of procurement activities in the company.
It is also possible to establish a narrower list of powers, for example, the responsibilities of a supplier relations manager are limited to negotiations, preparation of letters, contracts and related documents; he is not involved in market analysis and the company’s internal turnover.
If the manager is a specialized specialist in the purchased product, he is responsible for drawing up technical specifications for suppliers. Sometimes the responsibilities of a purchasing manager concern all aspects of purchasing activities: he interacts with government and customs authorities, organizes logistics, and controls the storage of goods.
What kind of specialist is this?
The organization of any procurement processes lies with the specialist who is engaged in the acquisition of goods and services needed by the company. What is a purchasing manager is an employee of an organization who is solely responsible for supplying the organization according to its needs.
There are two main areas in procurement activities:
- purchasing goods to support the activities of the organization itself, for example, office supplies, workwear for employees, office equipment, office furniture;
- acquisition of goods for further sale or production. Retail stores buy goods from wholesale suppliers for subsequent sale and profit, and manufacturing organizations purchase raw materials for processing.
What exactly a purchasing manager does in an organization, his range of responsibilities and rights are established by job descriptions developed and approved by the company’s management.
