Procurement Officer

Role Profile The Procurement Officer is responsible for the efficient sourcing, procurement, and management of goods and services required by the organization. The role ensures procurement activities are conducted in a cost-effective, timely, and compliant manner while supporting organizational objectives through effective supplier management, procurement planning, cost optimization, and risk mitigation. The position combines day-to-day procurement operations with continuous improvement initiatives that contribute to operational efficiency and value for money. Key Responsibilities Procurement Planning and Purchasing: Participate in the development and implementation of annual procurement plans and budgets. Identify organizational procurement needs in consultation with user departments. Source suppliers and obtain competitive quotations in accordance with company policies. Prepare and process purchase requisitions, purchase orders, and other procurement documentation. Ensure timely procurement of goods and services to support business operations. Supplier Management: Identify, evaluate, and maintain a database of approved suppliers. Conduct supplier assessments based on quality, pricing, reliability, and service delivery. Assist in negotiating pricing, delivery schedules, and contract terms to achieve best value. Maintain effective working relationships with suppliers and service providers. Monitor supplier performance and recommend corrective actions where necessary. Tendering and Contract Administration: Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents. Coordinate tender opening, evaluation, and supplier selection processes. Prepare bid analysis reports and procurement recommendations. Monitor contract implementation and supplier compliance with agreed terms and conditions. Maintain an up-to-date repository of procurement contracts and related documentation. Inventory and Stock Management: Monitor inventory levels and coordinate replenishment activities. Work closely with stores personnel and user departments to prevent stock-outs and overstocking. Support stock audits and inventory reconciliation exercises. Maintain optimal inventory levels to support operational requirements. Cost Management and Process Improvement: Identify opportunities for cost savings and procurement efficiencies. Conduct basic market research and price benchmarking to support procurement decisions. Monitor procurement expenditure against approved budgets. Support continuous improvement initiatives aimed at enhancing procurement effectiveness and service delivery. Compliance, Risk Management and Governance: Ensure procurement activities comply with company policies, procedures, and applicable regulations. Maintain accurate procurement records and audit trails. Identify procurement-related risks and escalate issues appropriately. Promote ethical procurement practices and transparency in all procurement activities. Reporting and Administration: Prepare procurement reports, spend analyses, and performance updates. Ensure procurement data is updated and maintained within ERP and procurement systems. Provide timely and accurate procurement information to management and internal stakeholders. Core Competencies Strong planning, coordination, and organizational skills. Excellent negotiation and supplier relationship management skills. Strong analytical and problem-solving abilities. High level of integrity and ethical conduct. Ability to manage multiple priorities and work under pressure. Effective communication and interpersonal skills. Attention to detail and commitment to accuracy. Proactive approach to identifying efficiencies and improvements. Ability to balance operational requirements with long-term procurement objectives. Knowledge & Skills Required Knowledge of procurement processes, sourcing, and supplier management. Understanding of tendering procedures and contract administration. Knowledge of inventory management principles. Financial and budgeting skills. Strong analytical and reporting capabilities. Negotiation and influencing skills. Proficiency in Microsoft Office Suite, particularly Excel. Experience using procurement software and ERP systems. Understanding of procurement compliance and governance requirements. Professional Qualifications & Relevant Experience Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Logistics, or a related field. Professional certification (e.g., CIPS, CPSM, CPP, or equivalent) is an advantage. 2–5 years of procurement or purchasing experience, depending on seniority level. Experience with procurement software and ERP systems. Demonstrated experience in supplier sourcing, contract administration, and procurement operations. Experience in logistics, freight, shipping, or a related industry will be an added advantage. Financial Responsibilities Monitoring procurement budgets and expenditure. Ensuring value for money in all procurement activities. Managing credit purchases within approved limits. Supporting cost reduction and cost avoidance initiatives. Minimizing costs associated with stock-outs, excess inventory, and emergency purchases.

• Participate in the development and implementation of annual procurement plans and budgets. • Identify organizational procurement needs in consultation with user departments. • Source suppliers and obtain competitive quotations in accordance with company policies. • Prepare and process purchase requisitions, purchase orders, and other procurement documentation. • Ensure timely procurement of goods and services to support business operations. • Identify, evaluate, and maintain a database of approved suppliers. • Conduct supplier assessments based on quality, pricing, reliability, and service delivery. • Assist in negotiating pricing, delivery schedules, and contract terms to achieve best value. • Maintain effective working relationships with suppliers and service providers. • Monitor supplier performance and recommend corrective actions where necessary. • Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents. • Coordinate tender opening, evaluation, and supplier selection processes. • Prepare bid analysis reports and procurement recommendations. • Monitor contract implementation and supplier compliance with agreed terms and conditions. • Maintain an up-to-date repository of procurement contracts and related documentation.