Procurement Officer at Efficacy Construction Company

Job Description

• The Procurement Officer is responsible for supporting the procurement and supply chain functions of the company by sourcing, purchasing, expediting, and coordinating the delivery of materials, equipment, and services required for construction projects and office operations.
• The role involves ensuring that all purchases are made at the best quality, most competitive prices, and within approved budgets while maintaining compliance with company policies and project requirements.
• The Procurement Officer is expected to assist in cost control, supplier management, contract administration, inventory monitoring, budget compliance, and timely material supply to project sites.
• The role contributes to improving profitability through effective negotiation, strategic sourcing, risk management, and efficient procurement practices.

Key Responsibilities
Procurement and Purchasing:

• Assist in implementing and maintaining project procurement plans, budgets, and material schedules.
• Source and procure quality materials, equipment, and services at competitive prices.
• Obtain quotations, evaluate suppliers, and negotiate pricing, terms, and delivery schedules.
• Research alternative products, suppliers, and materials to achieve cost savings and improve efficiency.
• Issue purchase orders and monitor the procurement process through to delivery.
• Expedite the supply and delivery of materials, equipment, and services to project sites.
• Ensure prompt response to material requisitions from all project sites and departments.

Cost Control and Budget Management:

• Assist in maintaining and monitoring construction project budgets and cost plans.
• Support efforts to ensure compliance with approved project budgets.
• Assist in analysing budget deviations and preparing reports for management review.
• Ensure quantity take-offs and procurement estimates are accurate and aligned with project requirements.
• Contribute to cost-saving initiatives and process improvement strategies.

Quantity Surveying and Documentation Support:

• Prepare Bills of Quantities (BOQ) and quantity take-offs as required.
• Prepare material schedules and procurement schedules for projects.
• Create scopes of work for subcontractors and suppliers where required.
• Assist in handling change order requests and procurement-related variations.
• Maintain accurate procurement records, project files, contracts, and supplier documentation.

Supplier and Contract Management:

• Maintain and regularly update supplier databases and vendor information.
• Monitor supplier performance and delivery schedules.
• Assist in resolving invoice discrepancies, contract issues, and supplier-related disputes.
• Monitor contract performance and the status of subcontractor deliverables.
• Build and maintain effective relationships with suppliers, subcontractors, and service providers.

Inventory and Materials Management:

• Monitor materials and equipment inventory levels.
• Maintain accurate inventory records and procurement tracking reports.
• Ensure materials received meet project specifications and quality requirements.
• Coordinate with project teams regarding material requirements and delivery schedules.

Quality Assurance and Site Support:

• Assist in monitoring the quality of materials and services supplied to project sites.
• Liaise with the Quality Assurance/Quality Control team regarding material inspections and approvals.
• Follow up with relevant departments to facilitate invoice processing and supplier payments.
• Support site teams in ensuring materials supplied comply with project specifications and standards.

Health, Safety, and Environmental Compliance:

• Assist in ensuring the timely procurement and supply of Health, Safety, and Environment (HSE) materials and equipment to project sites.
• Ensure procurement activities comply with company policies, ethical standards, and sustainability objectives.
• Promote safe procurement and storage practices in line with company procedures.

Reporting and Administration:

• Prepare procurement reports, supplier performance reports, and project procurement updates.
• Assist in preparing monthly procurement budgets based on site requisitions and project requirements.
• Maintain procurement files, records, and documentation for future reference and audit purposes.
• Support annual procurement planning and strategic sourcing initiatives.

General Responsibilities:

• Leverage technology and procurement systems to improve efficiency and productivity.
• Assist in implementing procurement best practices, cost-saving initiatives, and process improvements.
• Maintain confidentiality of procurement information, pricing, and supplier agreements.
• Perform any other duties assigned by the Procurement Manager, Operations Manager, or Management.

Qualifications and Experience

• Minimum of 2:1 or Upper credit B.Sc / HND in Quantity Surveying.
• Must be a Registered Quantity Surveyor
• 5 years work experience.
• Strong analytical and critical thinking skills
• Strong negotiation skills
• Sound knowledge of construction.
• A good working knowledge of MS Excel.
• Excellent relationship - building and interpersonal skill.

Competencies and Skills:

• Procurement and Purchasing
• Negotiation and Vendor Management
• Cost Control and Budget Monitoring
• Quantity Take - Off and BOQ Preparation
• Contract Administration
• Inventory Management
• Analytical and Numerical Skills
• Report Writing and Documentation
• Communication and Relationship Management
• Problem - Solving and Decision - Making
• Time Management and Organizational Skills
• Attention to Detail and Accuracy
• Knowledge of Construction Materials and Processes