Procurement Officer at Alan & Grant

Job Summary

• The Procurement Officer will be responsible for preparing vendor sourcing, drafting requests for proposals, managing the tender process, drafting contracts for goods and services, managing the contract award process, keeping track of compliance, processing invoices, and monitoring supplier costs on a regular basis.

Primary Responsibilities

• Prepare draft tender documents (RFP and RFQ)
• Supervise the tender process from requisition to contract award and implement recommendations of the evaluation.
• Prepare the tender evaluation document before the evaluation meeting.
• Participate in the evaluation of tenders, both technical and commercial, and make recommendations.
• Participate in negotiations with potential vendors
• Draft simple contract with agreed milestones, terms and conditions.
• Ensure rates of products and services are consistent with contract.
• Identify opportunities to achieve cost savings.
• Process invoices according to the completion of work and fulfillment of contract terms and conditions.
• Coordinate with the finance team on supplier balances and payments.
• Monitor supplier costs on a regular basis.
• Draft formal communication to suppliers on issues that arise during contract execution.
• Collaborate with end users to ensure clarity of requirements for goods and services.
• Evaluate the quality and cost of proposed services.
• Process requisitions into Purchase Orders.
• Recommend methods for monitoring KPIs and confirming delivery/work according to requirements.
• Supervise the review of vendors’ performance and implement recommendations.
• Participate in progress review meetings covering contract milestones, changes, trends, current or potential issues, etc.
• Give feedback to vendors with recommendations for improvements
• Perform any other procurement/contracts related duties as may be directed by the Procurement Manager.

Requirements

• HND/BSc in a relevant field, supplemented by formal training courses in purchasing or related functions.
• Minimum of 5 years as a Procurement Officer or in a similar role.
• Strong knowledge of procurement policies, processes, and procedures, including sourcing, tendering, and contracting.
• Proficient in procurement budget preparation and cost monitoring.
• Experience using ERP systems, particularly Odoo, and proficiency in Microsoft Office 365.
• Demonstrated ability to implement policies and Standard Operating Procedures (SOPs).
• Excellent ability to prioritize tasks and manage time effectively.
• Strong team player with good supervisory and people management skills.
• Critical thinker with strong problem-solving abilities and negotiating skills.
• Excellent written and verbal communication skills.
• Strong sense of accountability and ownership in work.