Procurement Officer

Job Purpose

The Procurement Officer is responsible for overseeing the procurement process and ensuring that the organizations purchasing activities are conducted efficiently and cost-effectively. The role involves working closely with internal departments to identify procurement needs, consolidating requisitions, managing the tendering process, and coordinating with vendors and suppliers to ensure timely and accurate delivery of goods and services.

Key Duties & Responsibilities;

1. Coordinate Procurement Planning:

• Collaborate with internal departments to identify their procurement needs and requirements.

• Develop and implement a comprehensive procurement plan that aligns with the organization's goals and budget.

• Ensure the procurement plan supports timely and efficient acquisition of goods and services.

2. Consolidate Requisitions:

• Work with internal departments to consolidate purchase requisitions to optimize bulk purchasing and cost savings.

• Review and verify requisitions to ensure accuracy, completeness, and compliance with internal policies and procedures.

• Coordinate the approval process for requisitions, ensuring all required authorizations are in place.

3. Manage Tendering Process:

• Coordinate the activities of the Internal Public Tender Committee to ensure fair, transparent, and competitive bidding processes.

• Prepare and issue tender documents, including Request for Proposals (RFP), Request for Quotations (RFQ), and other procurement-related documents.

• Organize and facilitate bid evaluations, ensuring compliance with procurement policies and procedures.

• Communicate with vendors and suppliers regarding tender processes, timelines, and criteria.

4. Vendor and Supplier Management:

• Establish and maintain strong relationships with vendors and suppliers to ensure the delivery of quality products and services.

• Negotiate contracts and agreements to secure the best terms and conditions for the organization.

• Monitor supplier performance and address any issues related to quality, delivery, or pricing discrepancies.

5. Ensure Compliance:

• Ensure that all procurement activities comply with relevant policies, procedures, and regulations.

• Maintain proper documentation and records for all procurement transactions for audit and compliance purposes.

• Stay updated on regulatory changes and industry best practices to improve procurement processes continuously.

6. Reporting and Analytics:

• Provide regular reports to management on procurement activities, spending trends, and savings achieved.

• Analyze procurement data to identify opportunities for cost savings, process improvements, and supplier optimization.

7. Risk Management:

• Identify and assess procurement risks and develop strategies to mitigate them.

• Ensure that all contracts and agreements comply with the organization's risk management policies.

Required Qualifications ;

• Bachelor's degree in supply chain management, Business Administration, or a related field.

• Proven experience in procurement, purchasing, or supply chain management.

• Strong knowledge of procurement processes, tendering, and contract negotiation.

• Excellent communication, negotiation, and interpersonal skills.

• Proficiency in procurement software and tools.

• Ability to work collaboratively with cross-functional teams.

Skills & Competencies:

• Analytical thinking and problem-solving skills.

• Strong organizational and time management skills.

• Attention to detail and high level of accuracy.

• Ability to handle multiple projects simultaneously