Course in Purchasing Fundamentals for the New Buyer and Better Buying Techniques

In today’s rapidly changing business environment and with the increasing complexity of global supply chains, the purchasing function has become one of the most critical components in ensuring the success and sustainability of organizations. A new buyer, in particular, needs a strong foundational understanding of the purchasing process, along with exposure to modern techniques that help reduce costs while maximizing value. This training program, “Purchasing Fundamentals for the New Buyer and Better Buying Techniques”, presented by Geneva Institute of Business Administration, is designed to provide participants with essential knowledge and practical insights. It introduces the basic responsibilities of buyers, highlights strategies for supplier selection, and emphasizes effective techniques that improve both quality and efficiency in purchasing operations.

Target Audience

• Newly appointed buyers in organizations who need to build a solid foundation in purchasing and understand their role in supporting operational success.

• Employees from other departments who have recently been assigned purchasing-related responsibilities and want to gain practical knowledge of the basics.

• Supervisors and administrators overseeing purchasing activities who seek a deeper understanding of modern purchasing methods and techniques.

• Professionals aspiring to transition into procurement roles and wishing to develop competencies that align with future career opportunities.

• Entry-level procurement staff aiming to better understand their role within the supply chain and enhance their overall contribution to the organization.

Objectives

• Provide participants with fundamental knowledge about the concept of purchasing and its crucial role in supporting institutional strategies and operational performance.

• Enable participants to understand the complete purchasing cycle, from identifying needs and preparing purchase orders to supplier selection and final delivery.

• Equip participants with the ability to evaluate and select suppliers based on key criteria such as quality, cost, and reliability.

• Introduce participants to modern purchasing techniques that improve efficiency, reduce costs, and ensure the acquisition of products and services with optimal value.

• Strengthen the confidence and competence of new buyers by helping them apply structured approaches and practical strategies in their daily work.

Course Outline 

• The Role of Purchasing in the Organization

  • Definition of purchasing and its strategic importance.

  • The relationship between purchasing and other departments.

  • Impact of purchasing on efficiency and cost management.

  • The evolution of the purchasing function over time.

• The Purchasing Cycle and Its Key Stages

  • Identifying needs and analyzing internal requirements.

  • Preparing purchase orders and obtaining approvals.

  • Selecting suitable suppliers and initiating communication.

  • Receiving goods and verifying compliance with specifications.

• Essential Skills for the New Buyer

  • Effective communication with suppliers and colleagues.

  • Basic negotiation skills for better purchasing terms.

  • Time management and following up on purchasing processes.

  • Accuracy and attention to detail in recording information.

• Key Factors Influencing Purchasing Decisions

  • Quality as a primary determinant in product selection.

  • Cost considerations and available budget constraints.

  • Importance of delivery schedules and timeliness.

  • Supplier availability and market alternatives.

• Supplier Selection and Evaluation

  • Core criteria for supplier selection.

  • The importance of supplier reputation and experience.

  • Methods for assessing suppliers before contracting.

  • Building long-term partnerships with reliable suppliers.

• Managing Supplier Relationships

  • Effective communication and regular interaction with suppliers.

  • Importance of transparency and mutual trust.

  • Collaboration in addressing potential issues.

  • Strengthening partnerships to ensure supply continuity.

• Modern Purchasing Techniques

  • Introduction to e-procurement and digital tools.

  • Using data analysis for decision-making.

  • Applying reports and metrics to improve performance.

  • Global trends and innovations in procurement.

• Negotiation in Purchasing

  • Core principles of supplier negotiation.

  • Preparing effectively for negotiation sessions.

  • Balancing cost and quality in agreements.

  • Maintaining positive relationships during negotiations.

• Risk Management in Purchasing

  • Identifying potential risks in the supply chain.

  • Strategies to minimize delays and disruptions.

  • Monitoring market changes and their impact on procurement.

  • Contract management to ensure compliance.

• Best Practices for Effective Purchasing

  • Leveraging past experiences to enhance processes.

  • Applying total quality standards in procurement.

  • Flexibility in dealing with suppliers and changing situations.

  • Developing buyer skills to stay aligned with market needs.