Procurement Officer - Supply Chain at Micdee Designs Limited

Job Summary

The Procurement Officer – Supply Chain will be responsible for supporting the company’s procurement and supply chain activities by sourcing materials, equipment, products, and services required for projects and business operations. The role involves identifying reliable suppliers, obtaining competitive quotations, negotiating prices and terms, processing purchase orders, coordinating deliveries, and maintaining accurate procurement records.

The successful candidate will work closely with the Project Management, Design, Quantity Surveying, Finance, Site, and Operations teams to ensure that materials and services are procured at the right quality, quantity, price, and time.

Key Responsibilities

Procurement & Sourcing

• Receive and review approved purchase requisitions from relevant departments.
• Source materials, equipment, products, and services from qualified suppliers and vendors.
• Identify and evaluate potential suppliers based on quality, price, capacity, reliability, and delivery timelines.
• Request and compare quotations from multiple suppliers to obtain competitive pricing.
• Prepare quotation comparison sheets and procurement recommendations for approval.
• Negotiate prices, payment terms, delivery schedules, warranties, and other commercial terms.
• Ensure purchases are made in accordance with approved budgets and company procurement procedures.
• Maintain an up-to-date database of approved and potential suppliers.

Supply Chain

• Coordinate with suppliers to ensure timely delivery of purchased materials and services.
• Follow up on outstanding orders and provide regular updates to relevant stakeholders.
• Monitor supplier performance, including quality, delivery time, responsiveness, and adherence to agreed terms.
• Develop and maintain good working relationships with reliable suppliers.
• Escalate supplier-related issues, delays, shortages, or quality concerns to the Procurement Lead.
• Support supplier evaluation and periodic vendor performance reviews.
• Assist in identifying alternative suppliers where there are supply challenges.

Project Procurement

• Work closely with Project Managers, Quantity Surveyors, Designers, and Site Managers to understand project procurement requirements.
• Review material specifications and ensure that procured items meet approved project requirements.
• Coordinate procurement for construction, architectural, interior fit-out, furniture, fixtures, equipment, and other project-related requirements.
• Monitor procurement timelines against project schedules to prevent delays.
• Coordinate with site teams regarding delivery locations, quantities, and required delivery dates.
• Follow up on urgent and project-critical purchases.

 Purchase Orders & Documentation

• Prepare and process purchase orders upon receipt of appropriate approvals.
• Ensure purchase orders accurately reflect agreed specifications, prices, quantities, and delivery terms.
• Maintain proper documentation for quotations, purchase orders, invoices, delivery notes, receipts, and supplier correspondence.
• Ensure all procurement activities are properly documented and traceable.
• Maintain accurate procurement records and filing systems.
• Assist Finance with the verification of supplier invoices against purchase orders and delivery documentation.

Cost Control & Savings

• Obtain competitive prices and identify opportunities for cost savings.
• Monitor market prices and supplier pricing trends for frequently purchased materials.
• Negotiate favourable commercial terms without compromising quality.
• Identify opportunities for bulk purchasing, alternative suppliers, and cost-effective sourcing.
• Ensure procurement activities remain within approved budgets.
• Report significant price variations and cost implications to the appropriate authority.

Inventory & Delivery Coordination

• Coordinate with relevant teams to monitor stock levels and procurement requirements.
• Track materials from order placement through delivery.
• Confirm quantities and specifications upon delivery in collaboration with the relevant team.
• Follow up on incomplete, damaged, or incorrect deliveries and coordinate replacements where necessary.
• Support inventory and stock reconciliation exercises when required.
• Maintain records of outstanding and completed purchase orders.

Reporting

• Prepare regular procurement status reports.
• Track pending purchase requisitions, purchase orders, deliveries, and outstanding supplier invoices.
• Provide updates on procurement timelines and potential project delivery risks.
• Maintain procurement trackers and supplier databases.
• Report cost savings, price changes, supplier performance, and procurement challenges to the Procurement Lead.

Key Performance Indicators (KPIs)

The Procurement Officer may be assessed based on:

• Procurement turnaround time.
• Percentage of purchases delivered within agreed timelines.
• Cost savings achieved through negotiation and competitive sourcing.
• Supplier performance and reliability.
• Compliance with procurement procedures and approval processes.
• Accuracy of procurement documentation.
• Percentage of purchases within approved budgets.
• Reduction in procurement-related project delays.
• Quality and suitability of procured materials.
• Effectiveness of supplier relationships and vendor management.

Job Requirements

Educational Qualifications

• Bachelor's degree or HND in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, Accounting, Economics, Quantity Surveying, or a related field.
• Professional certification in procurement or supply chain management is an advantage.

Professional Certifications

Candidates with any of the following certifications will be considered favourably:

• CIPS – Chartered Institute of Procurement & Supply
• CIPSMN – Chartered Institute of Purchasing and Supply Management of Nigeria
• CILT – Chartered Institute of Logistics and Transport
• Other relevant procurement, logistics, or supply chain certifications.

Experience

• 2–4 years of relevant experience in procurement, purchasing, supply chain, or vendor management.
• Experience within the construction, architecture, interior design, workspace fit-out, engineering, or real estate industry is highly desirable.
• Experience sourcing construction and fit-out materials, furniture, fixtures, equipment, and related services is an advantage.
• Demonstrable experience in supplier sourcing, quotation analysis, price negotiation, and purchase order management.
• Experience managing multiple procurement requests simultaneously.