Procurement PolicyProcurement Policy

1. Mission

The goal of the Procurement Department is to provide the company with the products or services that its needs, when it needs them, with the appropriate quality, and at the best possible price.

2. Vision

To all outward appearance, become the leading Procurement Department among Zitrón’s direct competitors. Within the company, become the leading department regarding operations, results, and a pleasant working environment.

3. Values

• Be aware of who we are: This is vital when surveying a market of suppliers or customers. It will establish the number of suppliers to see, location, the style of negotiation, the type of contract, etc.
• Past experiences: In the process of continuous improvement, we should look back regularly to learn from our mistakes and to repeat our successes.
• Seeing beyond: To innovate, we must not only look at the present but also to future solutions and alternatives to our work today.
• Patient but effective: Haste, emergencies, rushing lead to mistakes and poor purchasing decisions. One of the keys aspect to making good procurement decisions is dedicating the necessary time to them.

4. Leadership

The procurement department should be leader in both sides, internally—within the organization, and externally—in its relationship with suppliers. Internally this leadership translates into:

• Attending in all meetings concerning the performance of the organization (big projects, preparation of important quotations, strategic meetings of the management team…)
• Becoming a reference point in all supply issues.
• Being a model department.

Promoting innovation in the organization. In the eyes of suppliers, leadership translates into:

• Becoming an example of moral and ethical conduct.
• Encouraging proposals in the field of innovation.
• Transmitting attention to quality and details.

5. Work Flowchart

6. Statement of Functions

The functions of the Procurement Department are:

• To purchase the goods and services that the company requires to manufacture its products and for maintenance work.
• Keep track of orders to ensure they comply with delivery dates and content.
• Process non-conformity reports with suppliers.
• Check any invoices that are not clear in the view of the Accounting Department.
• Make requests for quotations for major projects.

Not all purchases are made by the Procurement Department. Other departments that also make purchases are:

• Administration: Travel, hotels, office supplies.
• The Marketing Department: Fairs, some marketing products.
• Logistics: Transport standards and were documented as such by a calibration certificate.

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