Executive – Procurement

Position Overview

The Procurement Executive will be responsible for supporting

the organization’s procurement operations, ensuring timely sourcing, vendor

coordination, compliance with policies, and smooth delivery of goods and

services. The role demands attention to detail, documentation accuracy, and

effective communication with internal teams and external vendors.

Key Responsibilities

• Procurement

Operations

• Assist
• in preparing procurement plans based on indents and requirements.
• Source
• quotations, prepare bid comparison sheets, and support vendor selection.
• Maintain
• procurement trackers and ensure timely updates.

• Coordinate
• with vendors for quotations, deliveries, and exchanges.
• Support
• onboarding of new vendors as per organizational guidelines.
• Monitor
• vendor performance and escalate issues to the Procurement Manager.

• Conduct
• basic market surveys and price benchmarking.
• Ensure
• procurement activities comply with organizational policies, donor
• regulations, and audit requirements.
• Support
• documentation for approvals, contracts, and payment records.

• Verify
• deliveries against purchase orders and report discrepancies.
• Ensure
• invoices are logged and handed over to finance/program teams within SLA.
• Track
• warranty claims and coordinate with vendors for replacements.

• Maintain
• complete procurement files: RFQs, bids, POs, delivery notes, invoices.
• Update
• Master Indent Tracker daily.
• Ensure
• transparency and fairness in procurement processes.

• Coordinate
• delivery schedules with program and field teams.
• Support
• GRN (Goods Received Note) preparation and asset data entry.

• Suggest
• workflow improvements observed during daily tasks.
• Attend
• procurement training sessions and apply learnings.
• Report
• risks (delays, quality issues, non-compliance) to supervisor immediately.

Reporting

• Reports
• to: Procurement Manager / Head of Administration
• Location:
• [Insert Office Location]
• Department:
• Administration & Procurement

Requirements

Qualifications & Skills

• Bachelor’s

degree in commerce, Business Administration, or related field.

years of experience in procurement or supply chain operations.

of procurement policies, vendor management, and compliance requirements.

MS Excel and documentation skills.

communication and negotiation abilities.

to detail and ability to work under timelines.