Who is primarily responsible for negotiating the best terms and conditions?

The buyer is primarily responsible for negotiating the best terms and conditions because they represent the interests of their organization in the procurement process. The buyer has a deep understanding of the organization's needs, priorities, and budget constraints. They are tasked with ensuring that any agreements made with suppliers align with the organization's goals, providing them with the authority and motivation to secure favorable terms.

In a negotiation setting, the buyer actively works to understand the supplier's offerings and limitations, advocating for the best value while also considering quality, price, delivery, and terms of service. Their role is crucial in balancing the need for cost efficiency with the quality of goods or services procured.

While the procurement department plays a significant role in facilitating the negotiation process and may provide support through research and strategy, it is ultimately the buyer who engages directly with suppliers to reach an agreement. The supplier’s sales team, while knowledgeable about their own products, is motivated to achieve the highest possible price and terms for their offerings, which can create a conflict of interests. Similarly, the contract manager is mainly focused on post-agreement tasks such as ensuring compliance and managing contract terms, rather than directly negotiating them. Thus, the buyer's position is central in obtaining the best possible outcomes during negotiations.