Procurement and Administration Manager at Electronic PayPlus Limited

Job Purpose

• The Senior Procurement and Administration Manager is responsible for providing strategic leadership and operational oversight of the company's procurement, purchasing, sourcing, logistics coordination, and administrative functions.
• The role ensures the timely, cost-effective, and quality-driven procurement of raw materials, production inputs, spare parts, machinery, equipment, consumables, and services required for uninterrupted manufacturing operations.
• The position also oversees the company's general administration, facilities management, fleet, office services, security coordination, and other support functions to ensure an efficient, safe, compliant, and well-organised working environment.
• The successful candidate will develop and implement procurement and administrative strategies that support operational efficiency, cost optimisation, business continuity, corporate governance, and the company's overall business objectives.

Key Responsibilities
Strategic Procurement and Sourcing Management:

• Develop, implement, and periodically review procurement policies, procedures, strategies, and annual procurement plans in line with the company's business objectives.
• Lead strategic sourcing and purchasing activities for raw materials, packaging materials, engineering spare parts, production consumables, machinery, equipment, and services.
• Ensure timely availability of materials and services to support uninterrupted production activities.
• Work closely with Production, Engineering, Quality Assurance, Finance, Warehouse, and other departments to establish procurement priorities and requirements.
• Develop effective sourcing strategies that balance cost, quality, delivery timelines, and supplier reliability.
• Identify opportunities for cost reduction, value engineering, bulk purchasing, supplier consolidation, and improved procurement efficiency.
• Ensure all procurement activities comply with approved budgets, delegated authority limits, and company policies.
• Establish procurement frameworks, annual contracts, and strategic supply agreements where appropriate.

Supplier and Vendor Management:

• Identify, evaluate, prequalify, and develop reliable local and international suppliers.
• Maintain an approved vendor database and ensure periodic supplier performance evaluations.
• Negotiate competitive prices, payment terms, credit facilities, delivery schedules, warranties, and contractual conditions.
• Monitor supplier performance against agreed service levels, quality specifications, and delivery commitments.
• Develop strategic relationships with key suppliers to ensure supply continuity and favourable commercial terms.
• Address supplier-related disputes, delivery delays, quality issues, and contractual non-compliance.
• Conduct periodic supplier audits and risk assessments in collaboration with relevant departments.

Procurement Operations and Inventory Coordination:

• Oversee the end-to-end procurement process, from requisition review and sourcing to purchase order issuance and delivery.
• Ensure procurement requests are properly justified, approved, budgeted, and supported by appropriate documentation.
• Monitor purchase orders to ensure timely delivery of materials and services.
• Work with the Warehouse and Inventory Management teams to maintain optimal stock levels.
• Minimise stock-outs, emergency purchases, excess inventory, and obsolete materials.
• Support the implementation of appropriate inventory control systems, reorder levels, and material planning processes.
• Ensure proper documentation of procurement transactions for audit and accountability purposes.
• Monitor procurement lead times and resolve bottlenecks affecting production schedules.

Logistics and Supply Chain Coordination:

• Coordinate inbound logistics and the movement of procured materials and equipment to the manufacturing facility.
• Oversee import procurement documentation and coordinate with clearing agents, freight forwarders, and relevant regulatory authorities.
• Monitor shipment schedules, freight costs, customs clearance, and delivery timelines.
• Ensure proper coordination between suppliers, logistics providers, warehouse personnel, and internal users.
• Identify logistics cost-saving opportunities and improve supply chain efficiency.
• Develop contingency plans for supply chain disruptions and critical material shortages.

Contract and Commercial Management

• Review procurement contracts, service agreements, and supplier terms in conjunction with the Legal and Finance departments.
• Ensure contracts are properly negotiated, documented, approved, and monitored.
• Monitor contractual obligations, expiry dates, renewal periods, and supplier performance.
• Ensure procurement transactions provide value for money and protect the company's commercial interests.
• Maintain proper records of contracts, purchase orders, quotations, invoices, and other procurement documentation.

General Administration and Facilities Management:

• Oversee the company's general administrative functions and ensure efficient provision of support services.
• Manage office facilities, utilities, cleaning, maintenance, office supplies, and general workplace services.
• Ensure that buildings, offices, equipment, and other facilities are properly maintained.
• Coordinate facility repairs, maintenance schedules, renovations, and service contracts.
• Oversee administrative service providers and ensure compliance with agreed service standards.
• Coordinate office space allocation, meeting facilities, official correspondence, and other administrative support requirements.
• Ensure efficient management of company assets and administrative resources.
• Establish and implement administrative policies and procedures to improve operational efficiency.

Fleet, Transport and Travel Management:

• Oversee the management, maintenance, utilisation, and servicing of company vehicles.
• Ensure proper vehicle documentation, insurance, roadworthiness, and regulatory compliance.
• Monitor fuel consumption, vehicle maintenance expenses, and transportation costs.
• Coordinate official transportation, logistics movements, and employee travel arrangements where applicable.
• Ensure proper vehicle allocation, usage records, and driver accountability.
• Implement measures to optimise fleet utilisation and reduce avoidable operating costs.

Security and Workplace Support Services:

• Coordinate the provision of security services for company premises in collaboration with the relevant security personnel.
• Ensure adequate administrative support for access control, visitor management, and workplace security arrangements.
• Monitor cleaning, waste management, catering, and other outsourced support services.
• Ensure administrative facilities support applicable workplace safety, environmental, and operational requirements.
• Collaborate with the HSE department to address facility-related safety concerns.

Budgeting, Cost Control and Reporting:

• Prepare and manage annual procurement and administration budgets.
• Monitor departmental expenditure against approved budgets and investigate significant variances.
• Develop cost-control initiatives to reduce procurement and administrative expenses.
• Prepare periodic management reports on procurement performance, cost savings, supplier performance, inventory risks, and administrative expenditure.
• Analyse procurement trends, market prices, foreign exchange exposure, and supplier risks.
• Provide management with timely information to support strategic and operational decisions.

Compliance, Internal Controls and Risk Management:

• Ensure compliance with company policies, procurement procedures, financial controls, and applicable regulatory requirements.
• Maintain transparency, fairness, and accountability in all procurement activities.
• Prevent conflicts of interest, unauthorised purchases, fraudulent transactions, and procurement irregularities.
• Ensure adequate segregation of duties and appropriate approval controls.
• Coordinate procurement and administrative audits and ensure timely closure of audit findings and non-conformities.
• Identify operational, supplier, contractual, financial, and supply chain risks and recommend appropriate mitigation measures.
• Ensure proper document control and record retention.

Leadership and Team Management:

• Provide leadership, direction, and supervision to the Procurement and Administration teams.
• Set departmental objectives, performance targets, and individual KPIs.
• Develop team capabilities through coaching, mentoring, and relevant professional training.
• Promote accountability, teamwork, professionalism, and continuous improvement.
• Conduct periodic performance reviews and ensure effective workload allocation.
• Build strong working relationships with all departments to support business objectives.

Qualifications

• Interested candidates should possess a Bachelor's Degree with 10 years experience.