Procurement Documentation Officer at Alfred & Victoria Associates

Job Summary & Purpose

• A Procurement Documentation Officer manages and maintains all procurement-related documentation, ensuring accuracy, compliance, and efficient record-keeping.
• This role involves preparing, reviewing, and organizing various documents throughout the procurement process, from initial requests to contract finalization and archiving.
• They also play a crucial role in supporting the overall procurement strategy by providing accurate and readily available information

Key Responsibilities
Document Preparation and Management:

• Drafting and reviewing procurement documents like RFPs (Request for Proposals), RFQs (Request for Quotations), purchase orders, contracts, and amendments.
• Ensuring all documents are complete, accurate, and compliant with relevant regulations and company policies.
• Maintaining organized and easily accessible procurement files and records, both physical and digital.
• Managing document version control and ensuring proper circulation of documents within the procurement team and to other relevant departments.

Process Support:

• Supporting the procurement team in the preparation and execution of procurement plans and strategies.
• Providing guidance and support to internal stakeholders on procurement documentation requirements and procedures.
• Assisting in the evaluation of bids and proposals by organizing and summarizing relevant documentation.
• Tracking and reporting on procurement activities, including contract status and vendor performance.

Compliance and Risk Management:

• Ensuring all procurement activities adhere to relevant laws, regulations, and company policies.
• Identifying and mitigating potential risks associated with procurement documentation and processes.
• Maintaining confidentiality and security of sensitive procurement information.

Continuous Improvement:

• Analyzing procurement documentation processes to identify areas for improvement and efficiency gains.
• Developing and implementing best practices for procurement documentation management.
• Staying up-to-date on industry best practices and emerging trends in procurement documentation.

Academic Qualification / Experience

• BSc/HND- Business Administration or a related field
• Minimum of 3 Years in a similar position and has hands on experience selling power solution products

Required skills and Competencies:

• Knowledge of procurement processes and regulations.
• Proficiency in microsoft offices, procurement software and ERP.
• Excellent communication and interpersonal skills
• Strong attention to detail and accuracy in document management.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills, both written and verbal.
• Solid understanding of procurement processes and contract law.
• Ability to work independently and as part of a team.
• Analytical and problem-solving skills.

Salary
Very Attractive.