Procurement Officer at Rapid Facilities Management

Job Summary

• Operate as overall officer in charge of sourcing and purchasing of goods and services for the company according to approved budget
• Close control of purchasing budgets, negotiating with suppliers and ensuring delivery schedules are met
• Advises the FM on Procurement Strategy matters that impacts the company
• Provide strategic leadership and direction in managing procurement activities for the company.

Principal Duties and Responsibilities
Sourcing & Vendor Management: 40%

• Researching for new vendors and actively seeking for better sources for the supply of consumables & other goods, including ad-hoc sourcing of goods locally & internationally to fulfill customers’ requests.
• Evaluating prospective suppliers & subcontractors, vetting and on-boarding of subcontractors for the company’s main activity streams (electrical, mechanical, AC, building works, waste disposal, pest control, water treatment, etc.), ensuring they meet the requirement within Rapid FM.
• Applying and obtaining good credit terms for vendors & subcontractors in line with company’s goals and objectives.
• Agree favorable payment terms with vendors, while ensuring that they maintain at all times, quality of goods/services as required by clients.
• Monitoring market trends, carry out market analysis to get the best purchasing deals, acquiring goods and services at favorable prices, comparing prices of goods from different suppliers, and staying up-to-date on market changes that can affect the supply and prices of goods.

Purchasing / Buying: 30%

• Raising purchase orders and following through with purchases to delivery
• Managing all paperwork through the purchasing process (GRNs, Way bills, Purchase Orders, quotations, invoices) etc.
• Verifying that requisitions are within the agreed budget, verifying specifications for requests before placing orders.
• Identification and realization of cost-saving and cost-reduction opportunities, regularly contacting suppliers & subcontractors to renegotiate prices
• Resolving disputes and claims with vendors/suppliers.
• Controlling the purchasing budget
• Monitoring delivery times to ensure they are on time.
• Ensuring the adequate supply of all required materials, components and equipment
• Data Handling - maintaining accurate records of purchases, prices, inventory levels, potential developments on goods and services
• Procure all materials tools and services for all sites across the business
• Liaising with accounts payable on vendor invoices & payments
• Provide adequate information for the preparation of costing for all tenders and bids for intending projects and proposals
• Ensure all request are attended to within 24hrs upon request being made
• Ensure all Purchase Orders created get to finance department within 24hrs of being created
• Monthly reporting on procurement activities e.g. volume of supplies per service and materials, volume of request per site, number of registered suppliers %age of OEM VS OTHER Suppliers
• Following through on advance payment to vendors & subcontractors, ensuring that items/services are delivered as required and closed out

Stock Control: 30%

• Keeping record of consumables stocks in HQ stores and managing dispatch to sites, monitor trend of consumption per site and whistle blow on too frequent/abnormal requests.
• Liaising with various sites and monitoring stock levels in conjunction with site representative
• Projecting stock levels, managing reorder levels and placing orders for stock items & monthly consumables to ensure zero- stock out.
• Analyzing inventory levels of existing stock

Any Other responsibilities:

• Undertaking any other duties, either for this department or any other department within the business, which may be requested by the Managing Director, for which training and/or an explanation has been provided and understood.

Essential Requirements/Minimum Qualifications
Essential Requirements:

• Good appreciation of the Facility Management industry, its dynamics, regulation, legislation and operating environment.
• Strong business acumen with excellent analytical and problem solving skills.
• Highly result oriented, quality and detailed focused orientation.
• Excellent interpersonal communication, negotiating and influencing skills.
• Excellent leadership and people management skills including ability to manage teams effectively.
• Ability to drive and manage organizational change.
• Excellent networking and relationship building skills.
• Ability to effectively manage and deliver on multiple priorities.
• Ability to work with minimal supervision and execute time sensitive deadlines

Minimum Qualifications:

• First degree in Purchasing and Supply Management, Business Administration, Economics or any other procurement/business related discipline
• Minimum of five (3) years cognate experience.
• Knowledge of Procurement Planning Processes.

Key Performance Indicators (KPIs):

• Compliance with Company’s policies and procedures.
• Availability of cost effective funding for project operations.
• Customer’s satisfaction with relation to response time on their transaction
• Regularity of report of profitability on operational projects/contracts.
• Accuracy of cash flow forecast/project costing and budget.
• Accuracy and timeliness of management information and reports.
• Timeliness and accuracy of financial reports to all stakeholders.
• Timeliness of invoicing for jobs, revenue recognition and receivables from clients.
• Effective account collections/Credit control, timeliness in effecting payments to vendors.
• Monthly reconciliations with clients.
• Accuracy and efficiency in Cash and bank transactions