Procurement Officer at Ellasot Consulting

The Key Responsibilities

• Identify, evaluate, prequalify, and maintain relationships with reliable local and international suppliers, manufacturers, and OEMs.
• Source industrial equipment, spare parts, tools, materials, and technical components in line with client and project requirements.
• Prepare and process Purchase Requisitions, Requests for Quotation (RFQs), Purchase Orders (POs), and other procurement documentation.
• Obtain and analyse supplier quotations, comparing pricing, specifications, lead times, payment terms, warranties, and other commercial considerations.
• Negotiate pricing, delivery schedules, payment terms, warranty provisions, and other contractual/commercial conditions to achieve competitive procurement outcomes without compromising quality.
• Track purchase orders from sourcing through shipment and final delivery, ensuring timely fulfilment and accurate documentation.
• Coordinate with logistics and shipping partners on local and international shipments, including documentation and delivery requirements.
• Liaise closely with engineering and technical teams to confirm specifications, technical compliance, approved brands/OEMs, and product suitability.
• Support pre-supply inspections, supplier quality checks, and verification of materials and equipment before dispatch.
• Maintain accurate procurement records, supplier databases, quotation comparisons, purchase order trackers, and procurement reports.
• Prepare and monitor cost-savings and procurement performance reports.
• Follow up with suppliers on outstanding orders, delivery timelines, documentation, warranties, and after-sales support.
• Resolve discrepancies relating to specifications, quantities, quality, documentation, pricing, and delivery within agreed timelines.
• Monitor market trends, pricing movements, new products, and emerging suppliers relevant to the company's industries and product categories.
• Utilize procurement and vendor platforms, including NIPEX and other relevant industry, supplier, and e-procurement platforms, to identify opportunities, suppliers, tenders, and procurement requirements.
• Ensure the appropriate application of Incoterms® in international procurement transactions and shipping arrangements, and understand their implications for costs, delivery obligations, risk, insurance, and transfer of responsibility.
• Ensure all procurement activities comply with company policies, client requirements, applicable regulations, and established procurement procedures.

Requirement

• Working knowledge of Incoterms® and their application in international purchasing, freight, delivery, risk transfer, and supplier transactions.
• Strong negotiation and commercial skills, with the ability to evaluate and negotiate supplier quotations and terms.
• Demonstrated ability to build and maintain productive relationships with local and international suppliers and OEMs.
• Proficiency in Microsoft Excel and Microsoft Office Suite; familiarity with procurement, ERP, inventory, or purchase order management systems is an added advantage.
• Strong attention to detail with excellent documentation, record-keeping, and organisational skills.
• Good understanding of purchase orders, RFQs, supplier quotations, lead times, payment terms, shipping documentation, and delivery processes.
• Strong written and verbal communication skills, with the confidence to liaise with suppliers, OEMs, logistics providers, engineering teams, and clients.
• Ability to manage multiple purchase orders and procurement activities simultaneously while meeting deadlines.
• Ability to work independently, exercise sound commercial judgement, and maintain accuracy in a fast-paced environment.
• Progress toward or membership of a recognised professional procurement body, such as CIPS, is an added advantage.