Procurement Officer at Eazzymart

Purpose of Position

• We are seeking a dedicated and experienced Procurement Officer responsible for managing the procurement process at Eazzymart Supermarket.
• The ideal candidate will play a vital role in sourcing suppliers, negotiating contracts, and ensuring the timely delivery of materials to support the supermarket, while optimizing costs and maintaining quality standards.

Essential Duties / Key Job Roles and Responsibilities

Includes but not limited to the following:

• Supplier Sourcing and Selection: Identify and evaluate potential suppliers of grocery items, household goods, and services, establishing relationships with reliable and cost-effective vendors.
• Negotiation and Contracting: Negotiate favorable terms and conditions with suppliers, including pricing, delivery schedules, and payment terms, and prepare and execute procurement contracts and agreements.
• Purchase Order Processing: Generate purchase orders based on store requirements and approved vendor contracts, ensuring accuracy and completeness of order details and specifications.
• Supplier Management: Manage relationships with suppliers, monitor supplier performance, address any issues or concerns, and ensure adherence to contractual obligations and service level agreements.
• Inventory Management: Maintain accurate records of inventory levels, monitor stock levels of critical items, and coordinate replenishment orders to ensure adequate supply for the supermarket while minimizing excess inventory.
• Cost Analysis and Budgeting: Analyze procurement costs, track expenditures, and identify cost-saving opportunities to optimize procurement processes and support budgetary goals.
• Quality Assurance: Ensure that procured materials and goods meet quality standards and specifications, conduct quality inspections when necessary, and address any non-conformities or discrepancies.
• Compliance and Risk Management: Ensure compliance with procurement policies, procedures, and regulations, including ethical sourcing practices and relevant industry standards, and mitigate procurement-related risks.
• Documentation and Reporting: Maintain comprehensive procurement records, including purchase orders, contracts, invoices, and supplier performance evaluations, and generate regular reports on procurement activities and expenditures.

Key Performance Indicators (KPIs)

• Cost Savings: Measure the percentage of cost savings achieved through procurement activities compared to budgeted costs.
• Supplier Performance: Evaluate supplier performance based on criteria such as on-time delivery, quality of products or services, and responsiveness to issues or concerns.
• Inventory Turnover Ratio: Assess the efficiency of inventory management by calculating the ratio of cost of goods sold to average inventory.
• Timeliness of Procurement: Measure the percentage of procurement activities completed within established timelines and project schedules.
• Quality of Procured Materials: Assess the quality of procured materials and equipment based on inspection results and feedback from store teams.
• Compliance: Ensure compliance with procurement policies, regulations, and ethical standards, and monitor adherence to contract terms and conditions.
• Customer Satisfaction: Solicit feedback from internal stakeholders (e.g., store managers, customer service teams) regarding satisfaction with procurement support and services.

Qualifications and Experience

• Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, or a related field.
• 3 - 5 years relevant work experience in procurement or supply chain management, preferably in the retail or supermarket industry.
• Strong knowledge of procurement principles, practices, and regulations, including contract management and supplier evaluation.
• Familiarity with supermarket goods, equipment, and services, and understanding of retail procurement processes.
• Proficiency in procurement software and tools, as well as Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent negotiation, communication, and interpersonal skills, with the ability to build and maintain relationships with suppliers and internal stakeholders.
• Professional certification in procurement or supply chain management (e.g., CSCP, CPSM) is desirable but not required.

Competencies:

• Supplier Management: Ability to identify and evaluate potential suppliers, negotiate contracts, and manage relationships to ensure reliable and cost-effective procurement.
• Negotiation Skills: Strong negotiation skills to obtain favorable terms and conditions from suppliers while maintaining positive relationships.
• Analytical Thinking: Ability to analyze procurement data, identify trends, and make data-driven decisions to optimize procurement processes and achieve cost savings.
• Attention to Detail: Meticulous attention to detail to ensure accuracy and completeness in procurement documentation and specifications.
• Communication Skills: Effective verbal and written communication skills to liaise with suppliers, internal stakeholders, and store teams.
• Problem-Solving: Aptitude for identifying procurement-related issues and implementing solutions in a timely and effective manner.
• Organizational Skills: Excellent organizational and time management skills to prioritize tasks, meet deadlines, and manage multiple procurement activities simultaneously.
• Ethical Conduct: Commitment to upholding ethical standards and integrity in procurement practices, including fair and transparent supplier selection processes and adherence to ethical sourcing principles.
• Teamwork: Collaborative mindset with the ability to work effectively as part of cross-functional store teams and contribute to achieving common goals.

Additional Requirements:

• Availability to travel occasionally for supplier visits or procurement-related activities.
• Willingness to work flexible hours as required by store demands.
• Demonstrated commitment to upholding ethical standards and professionalism in procurement practices.