Main Function
The Procurement Officer is responsible for managing the sourcing, purchasing, and supply of goods and services required for business operations. The role ensures timely procurement, cost efficiency, quality compliance, and proper vendor management to support uninterrupted operations. The ideal candidate must be detail-oriented, analytical, and experienced in procurement within a fast-paced operational environment.
Role Responsibilities
Procurement Planning and Sourcing
- Identify procurement needs in collaboration with internal departments.
- Source and evaluate suppliers based on price, quality, reliability, and service.
- Develop and maintain a reliable vendor database.
- Ensure competitive sourcing to achieve cost efficiency.
Purchase Order Management
- Prepare and process purchase orders in line with approved requisitions.
- Ensure accuracy in specifications, quantities, and pricing.
- Track orders from placement to delivery to ensure timeliness.
Vendor Management
- Build and maintain strong relationships with suppliers.
- Negotiate pricing, terms, and delivery schedules.
- Monitor supplier performance and address any issues or delays.
Cost Control and Budget Compliance
- Ensure procurement activities align with approved budgets.
- Identify cost-saving opportunities without compromising quality.
- Monitor market trends to make informed purchasing decisions.
Documentation and Record Keeping
- Maintain accurate records of all procurement transactions.
- Ensure proper documentation of purchase orders, invoices, and delivery notes.
- Prepare procurement reports (daily, weekly, monthly).
Quality Assurance and Compliance
- Verify that all procured goods meet required quality standards.
- Ensure compliance with company procurement policies and procedures.
- Support audit processes by providing necessary documentation.
- Delivery Coordination and Verification
- Coordinate with stores and receiving teams for delivery of goods.
- Verify deliveries against purchase orders and specifications.
- Resolve discrepancies related to quantity, quality, or pricing.
Risk Management and Control
- Identify potential supply risks and develop mitigation strategies.
- Ensure transparency and accountability in procurement processes.
- Prevent fraud, duplication, and unauthorized purchases.
Competencies/Skills
- Strong knowledge of procurement processes and supply chain management
- Excellent negotiation and vendor management skills
- Strong analytical and cost evaluation abilities
- Proficiency in Microsoft Excel and procurement systems
- Attention to detail and high level of accuracy
- Good communication and coordination skills
Behavioural Qualities/Other Competences
- High level of integrity and accountability
- Detail-oriented and process-driven
- Proactive and results-focused
- Ability to work under pressure
- Strong problem-solving skills
- Professional and disciplined
Experience/Qualification
- Bachelor’s degree or HND in Supply Chain Management, Business Administration, Logistics, or related field
- Minimum of 4–7 years experience in procurement or supply chain roles
- Experience in hospitality, retail, or FMCG environments is an advantage
- Knowledge of procurement systems and audit processes
- Professional certification in procurement or supply chain management is an added advantage
Gmail
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