[HCM] Procurement Executive (Horeca)

4P’s, headquartered in Ho Chi Minh City, Vietnam, operates 40 worldwide restaurants. Our main restaurant, Pizza 4P’s, has 35 stores in Vietnam and manages global franchises like IPPUDO and ABOUT LIFE COFFEE BREWERS. Our core products are food and beverages, specifically pizza, with key differentiators of "House-made cheeses", "Earth-to-people" and "Omotenashi" hospitality.

Pizza 4P’s is an innovative Vietnam-based Japanese Italian pizza restaurant that started in Vietnam with a simple yet powerful mission: “Delivering Wow, Sharing Happiness”. We are known for crafting artisanal pizzas, homemade cheese, and unique East-meets-West flavors while embracing sustainability and community impact at the heart of everything we do. Today, we operate restaurants across Vietnam, Cambodia, Japan, India and Indonesia, and continue to grow with a vision of bringing people together through memorable dining experiences.

I. ROLE PURPOSE

The Procurement Executive (Horeca) manages end-to-end procurement activities to ensure efficient sourcing, cost optimization, supplier performance, and compliance with company policies while supporting operational needs within the assigned Non-food Category (Horeca tools).

II. KEY ACCOUNTABILITIES

1. Sourcing and Contracting

• Prepare and execute purchasing plans for HORECA tools in alignment with approved budgets and operational requirements.

• Develop and implement sourcing strategies for HORECA tools to achieve key KPIs including OTIF, Price Variance, Savings, and Purchase Cycle Time.

• Manage end-to-end procurement processes for HORECA tools, including supplier sourcing, RFQ issuance, quotation analysis, commercial negotiation, contract finalization, and PO issuance.

• Ensure procurement activities for HORECA tools are conducted in a timely and transparent manner, fully compliant with internal policies and approval matrix.

• Coordinate with relevant stakeholders to ensure on-time delivery and operational readiness of HORECA tools to effectively support business operations in the Vietnam market.

2. Vendor & Supplier Management

• Conduct price benchmarking and lead commercial negotiations to optimize cost efficiency and mitigate market price fluctuations.

• Source, evaluate, and manage suppliers of HORECA tools to ensure cost competitiveness, product reliability, and supply continuity.

• Monitor supplier performance in terms of delivery reliability (OTIF), product quality, warranty support, and responsiveness; proactively address performance gaps and implement improvement actions.

• Maintain accurate and up-to-date supplier master data, pricing records, and contractual documentation in compliance with internal control requirements.

3. Cross-Functional Coordination

• Coordinate with Finance to ensure effective budget planning and control, in full compliance with CapEx and OpEx requirements related to HORECA tools investment and replacement.

• Collaborate closely with Business Development, Operations, Maintenance, and Finance to align procurement activities for HORECA tools with business expansion plans and operational priorities.

• Provide timely support to internal stakeholders on procurement-related requests, technical specifications clarification, and ad-hoc sourcing requirements for HORECA tools.

4. Documentation & Compliance

• Ensure all procurement activities for HORECA tools are fully compliant with company policies, approval matrix, audit requirements, and applicable local regulations in Vietnam.

• Prepare, manage, and properly archive procurement documentation for HORECA tools, including RFQs, quotations, evaluation reports, contracts, and Purchase Orders.

• Support internal and external audits, compliance reviews, and documentation checks by providing accurate and complete procurement records when required.

5. Reporting & Continuous Improvement

• Analyze procurement data to identify opportunities for process improvement, cost optimization, lead time reduction, and sourcing efficiency.

• Prepare regular procurement reports for HORECA tools covering purchasing status, supplier performance, cost efficiency, and savings achievement.

• Proactively recommend and implement improvement initiatives to enhance procurement effectiveness and operational support.

• Perform other procurement-related duties for HORECA tools as assigned.

Compliance & Restrictions

• Compliance, Safety, or Legal Responsibilities: Must adhere to internal procurement policies, financial controls, and anti-bribery/anti-corruption standards. Must comply with information security protocols regarding vendor contracts and pricing.

• Conflict of Interest Risks: Must maintain impartiality in supplier selection and avoid favoritism. Must disclose any personal or family relationships with vendors or suppliers. Restricted from engaging in side-businesses with company competitors or active vendors.

• Confidentiality & Information Security: Handles sensitive commercial data (e.g., supplier pricing, contract terms, business expansion plans). Information security classification: Confidential – requires secure handling of all procurement records and digital files.

III. SUCCESS METRICS & KPIS

1. Savings

• Annual cost savings achieved vs. approved budget/baseline.

2. Purchase Cycle Time & OTIF

• Lead time from PR approval to delivery.

• Supplier On-Time In-Full (OTIF) performance.

3. Spend Under Contract

• % of spend covered by valid contracts.

• Compliance with agreed contractual terms.

4. Culture & Collaboration

• Internal stakeholder feedback.

• Alignment with company values and ethical sourcing.

Key Influencing Factors for KPI Achievement

• Cross-Functional Collaboration: Success depends on timely data sharing from Business Development and Operations regarding expansion plans and technical specifications. Requires alignment with Finance for budget approvals.

• Geographic, Cultural, or Market Factors: Must navigate the Vietnam market landscape while maintaining transparency. Experience with the Cambodia market is an advantage for regional alignment.

IV. REQUIRED QUALIFICATIONS

Education Background

• Minimum: Bachelor’s degree in Supply Chain, Business Administration, or related fields.

Language Proficiency

• Required: English – Intermediate to Advanced (spoken & written).

Minimum Experience Duration

• 1–2 years of experience in procurement.

Relevant Experience

• Required: Experience handling food or non-food (Horeca) categories. Proficient in MS Excel and office communication systems.

• Preferred: Background in F&B or FMCG; experience working in a restaurant chain or company.

Stakeholder Influence & Collaboration

• Required: Ability to provide timely support to internal stakeholders and clarify technical specifications with vendors.

Industry or Domain Expertise

• Required: Solid understanding of procurement compliance and budget control.

• Preferred: Familiarity with the Cambodia supplier market.

This Job Profile is intended as a reference framework. Actual responsibilities, scope, and requirements may be adjusted based on business priorities and evolving organizational needs.

At 4P’s, we welcome Partners from all backgrounds to grow, learn, and make an impact together.

Here, our culture is built on Compassion, Authenticity, Kaizen, and Omotenashi — values we live every day.

Explore our career site for career opportunities across all brands under the 4P’s Group: Pizza 4P’s, Cheese 4P’s, Kitchen 4P’s, Cafe 4P’s and Ippudo Vietnam.

Follow us on Instagram @LifeAt4Ps to explore real stories from our Partners and sneakpeak into the life at 4P's.