PROCUREMENT OFFICER

Roles and Responsibilities

1. Strategic Sourcing

• Review purchase requisitions for completeness, budget availability, and approvals before initiating procurement.
• Conduct market research to identify reliable suppliers, emerging market trends, and cost-saving opportunities.
• Develop and maintain an approved supplier database.
• Source for quotations in accordance with company procurement policies and approved procurement methods.
• Prepare bid analysis reports and recommendations for supplier selection.
• Negotiate pricing, delivery schedules, payment terms, warranties, and service levels to achieve value for money.
• Raise POs and ensure relevant support documentations and sign-offs.
• Monitor order progress and follow up on pending deliveries.
• Perform 4-way match before payment documents submissions for review by the line manager.
• Identify opportunities for supplier consolidation, framework agreements, and long-term contracts.
• Participate in supplier prequalification and evaluation exercises.
• Monitor commodity price trends and recommend sourcing strategies.

2. Supplier Relationship Management

• Build and maintain professional relationships with suppliers.
• Coordinate supplier onboarding and ensure all supplier documentation is complete and up to date.
• Conduct supplier performance evaluations using approved Key Performance Indicators (KPIs).
• Address supplier performance issues and coordinate corrective actions where necessary.
• Resolve procurement and delivery-related disputes professionally and promptly.
• Support supplier development initiatives and continuous improvement programs.

3. Documentation and Filing Management

• Maintain complete and accurate procurement files for every procurement transaction.
• Ensure all procurement documents are properly filed both electronically and physically for ease of retrieval.
• Ensure procurement documentation complies with company policies and audit requirements.
• Maintain confidentiality of procurement records.
• Support internal and external audits by providing complete procurement documentation.

4. Other Responsibilities

• Perform any other procurement, logistics, inventory management, or administrative duties assigned by the Supply Chain Manager or Management.

Qualifications and Experience

• Bachelor's Degree in Supply Chain Management, Procurement and/or any other related field
• Professional qualification such as CIPS, KISM, CPSP(K), or equivalent will be an added advantage.
• Minimum of three (3) years' experience in procurement, purchasing, or supply chain management.
• Demonstrated experience managing the Procure-to-Pay (P2P) process.
• Experience using ERP or Procurement Management Systems is an added advantage.

Key Competencies

• Strong knowledge of Procure-to-Pay (P2P) processes.
• Strategic sourcing and supplier relationship management
• Excellent analytical and problem-solving skills.
• Strong documentation, filing, report writing, presentation and record management skills.
• High attention to detail and accuracy.
• Excellent planning, organizing, communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity, professionalism, and confidentiality.
• Good knowledge and experience in fleet management.
• Ability to multitask with minimal supervision.
• Customer service orientation and stakeholder management.