Procurement Officer at Tokiye Integrated Medical Services

Job Description

• The Procurement Officer is responsible for supporting the end-to-end procurement process for construction materials, equipment, services, and operational requirements for the project. The role ensures timely sourcing, competitive pricing, proper documentation, vendor coordination, and efficient procurement administration while maintaining compliance with company policies, quality standards, and project timelines.
• This position requires a highly organized and commercially aware professional with strong market intelligence, supplier relationship management, reporting capability, and proficiency in procurement and ERP systems.

Key Responsibilities

Procurement Planning and Sourcing

• Source materials, equipment, and services in line with approved procurement requests and project requirements.
• Obtain and evaluate quotations from multiple vendors to ensure competitive pricing and quality.
• Support procurement planning aligned with construction schedules and operational priorities.
• Assist in identifying alternative suppliers and sourcing strategies to optimize cost and delivery timelines.

Market Research and Analysis

• Conduct regular market surveys and price analysis for construction materials, equipment, and services.
• Monitor market trends, pricing fluctuations, supplier performance, and material availability.
• Provide market intelligence reports and recommendations to management.
• Analyze procurement data to identify cost-saving opportunities and procurement efficiencies.

Supplier and Vendor Relationship Management

• Build and maintain strong relationships with vendors, suppliers, and service providers.
• Coordinate supplier communications regarding quotations, deliveries, clarifications, and documentation.
• Support vendor performance evaluation and supplier assessment processes.
• Ensure suppliers comply with quality, delivery, and contractual requirements.

Vendor Database and Approved Supplier List Management

• Maintain and regularly update the approved vendor and supplier database
• Ensure vendor records, contact details, certifications, and compliance documents are current
• Assist in onboarding and pre-qualification of new suppliers
• Track supplier performance and maintain accurate procurement records

Procurement Documentation and Compliance

• Prepare and maintain procurement documentation including: Request for Quotations (RFQs), Comparative analysis sheets, Purchase Orders (POs), Vendor evaluation records, Delivery and receiving documentation.
• Ensure all procurement activities comply with company procurement policies and approval procedures.
• Maintain organized and audit-ready procurement files and records.

Coordination and Follow-Up

• Follow up with vendors to ensure timely delivery of materials and services
• Coordinate with: Site teams, Store, Logistics and Finance departments to ensure smooth procurement operations.
• Resolve delivery issues, discrepancies, and procurement-related challenges promptly.

Reporting and Data Management

• Prepare daily, weekly, and monthly procurement status reports.
• Track purchase requests, order status, deliveries, and outstanding procurement items.
• Maintain procurement trackers and dashboards for management reporting.
• Support spend analysis and procurement performance reporting.

Software and Systems Utilization

• Utilize procurement and ERP systems for procurement processing, tracking, and reporting.
• Maintain accurate digital procurement records and databases.
• Demonstrate proficiency in: Microsoft Excel, ERP / Procurement software, Inventory and vendor management systems.
• Support digitalization and process improvement initiatives within procurement operations

Requirements

• Bachelor’s Degree / HND in: Procurement & Supply Chain Management, Business Administration or related discipline.
• Professional certifications such as: CIPS, CIPSMN, Supply Chain certifications are an advantage.
• Minimum 4–7 years of relevant procurement experience in construction procurement for candidates with the required academic qualifications.
• Candidates without the stated academic qualifications must possess a minimum of 6–8 years of proven experience in construction procurement.
• Strong procurement negotiation and sourcing skills.
• Good understanding of procurement processes and documentation.
• Strong market analysis and supplier evaluation capability.
• Proficiency in: Microsoft Excel, ERP systems, Procurement software and digital trackers.
• Strong reporting and data management capability.
• High level of integrity and accountability.
• Strong attention to detail and documentation discipline.
• Good communication and relationship management skills.
• Ability to work under pressure and meet deadlines.
• Strong analytical and problem-solving capability.
• Organized and process-driven mindset.