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.