Procurement Officer

Purpose of the job

To ensure timely cost-effective, and compliant procurement that meets specification and budgets by conducting sourcing, supplier, quotation/tender processes and purchase order.

Key Duties and Responsibilities

Sourcing and Supplier Selection

• Conduct sourcing activates to identify qualified suppliers, obtain quotations, and evaluate offers based on price, quality, delivery and technical compliance with approved specifications.
• Prepare and issue requests for quotations (RFQs), tenders and proposals, ensuring clear scope and evaluation criteria.
• Participate in commercial evaluations, negotiation processes, and recommend supplier awards to the manager, procurement.
• Maintain an up-to-date supplier database and support periodic supplier performance reviews.

Purchase Order Administration

• Prepare and issue purchase orders accurately, ensuring alignment with approved requisitions, budgets and supplier agreements.
• Track order status and follow up with suppliers to endure timely delivery, resolving any delays or discrepancies.
• Coordinate with requesting departments on delivery schedules and quality acceptance.
• Ensure proper documentation of all procurement transactions for audit and reference purposes.

Compliance and Process Adherence

• Ensure all procurement activities comply with company policies, procedures, and ethical standards.
• Verify that procurement requests are properly authorized and supported by adequate specification and budget approvals.
• Assist in maintaining procurement records, including supplier files, quotations, purchase orders and correspondence
• Support internal and external audits by providing accurate and complete procurement documentation.

Supplier Performance and Relationship Management

• Monitor Supplier performance against delivery, quality and service standards, reporting issues to the manager, procurement.
• Maintain professional relationship with suppliers, addressing routine inquiries and resolving minor disputes.
• Assist in gathering market intelligence on supply trends pricing and new products.

Coordination and Reporting

• Coordinate with stores, warehouse and user departments to ensure alignment between procurement and operation requirements.
• Prepare regular procurement status reports including order tracking delivery performance and outstanding commitments.
• Support the manager, procurement in budget monitoring and cost control initiatives.