Procurement Officer

Scope of Role

The Procurement Officer is responsible for all Procurement activities, including PFI collection and analysis, PO and Payment Request preparation, evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.

• To ensure effective and efficient sourcing of Materials and Services of the right quality and right quantity, delivered at the right time and optimal cost.
• To develop and implement Sourcing Strategies that ensure flawless Sourcing and delivery of materials and services in line with the company plans.
• The Senior Procurement Officer is responsible for managing supplier relationships and defining strategies for managing the different product portfolios.

Key Responsibilities and Accountabilities

• Ensure that all procurement requests are processed efficiently and in a timely.
• Ensure that Purchase Requests (PRs) are received with full (adequately detailed) specifications of the supplies needed and that all sections of the form are adequately completed.
• Ensure that all documents are approved by the appropriate, authorized person at the correct time.
• Review Purchase Requests submitted, and ensure the correct procurement procedure is followed.
• Prepare all necessary paperwork for requesting quotations, evaluating quotations, and putting POs or contracts in place.
• Ensure that requested goods and services are timely procured and delivered to the final recipient.
• Ensure that no unnecessary delays occur during the processes of requesting quotations, during the evaluation process or when putting in place a Purchase Order or Contract. 
• Oversee the collection and receipt of goods from suppliers, ensuring that the goods are of the required specifications.
• Provide punctual feedback to budget holders whenever there might be delays at any point during a procurement process.
• Assist in developing an efficient and effective supply chain, keep a database of local suppliers and prices of frequently needed goods and services.
• Carry out extensive supplier and market reviews and maintain a preferred supplier list in all locations of operation. 
• Ensure that contract trackers are up to date and that contracts are renewed on time.
• Oversee the routine pre-qualification exercises, ensuring that the full process is followed in line with the procurement guidelines.
• Prepare all tender dossiers to an appropriate standard before all tenders as per the company guidelines.
• Coordinate the import process and paperwork for items imported by the company.
• Periodically provide additional training to staff on procurement procedures.
• Ensure that the process outlined in the company's Procurement Guidelines is followed at all times.
• Maintain a filing system in line with the company's procurement guidelines.
• Efficient management of all documentation and paper trails in the company procurement system. 
• These and other related works are assigned by his/her supervisor.