PROCUREMENT OFFICER

Job Purpose
The Procurement Officer is responsible for sourcing, purchasing, and managing goods and services required by the organization in a cost-effective, timely, and efficient manner. The role ensures compliance with procurement policies, maintains supplier relationships, negotiates favorable terms, and supports operational needs while ensuring quality standards are met.
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Key Responsibilities
1.⁠ ⁠Procurement & Sourcing
•⁠ ⁠Source and procure goods, materials, and services required by the organization.
•⁠ ⁠Obtain quotations, compare prices, and negotiate favorable terms with suppliers.
•⁠ ⁠Prepare purchase orders and ensure timely processing of procurement requests.
•⁠ ⁠Identify reliable suppliers and maintain an approved vendor database.
•⁠ ⁠Ensure cost-effective purchasing while maintaining quality standards.
2.⁠ ⁠Supplier & Vendor Management
•⁠ ⁠Build and maintain strong relationships with suppliers and service providers.
•⁠ ⁠Evaluate supplier performance based on quality, pricing, and delivery timelines.
•⁠ ⁠Resolve supplier-related issues and discrepancies.
•⁠ ⁠Conduct periodic market surveys to identify competitive suppliers.
3.⁠ ⁠Inventory & Stock Coordination
•⁠ ⁠Coordinate with stores and user departments to monitor stock levels.
•⁠ ⁠Ensure timely replenishment of inventory to avoid shortages.
•⁠ ⁠Verify delivered items against purchase orders and specifications.
•⁠ ⁠Support inventory audits and stock reconciliation exercises.
4.⁠ ⁠Compliance & Documentation
•⁠ ⁠Ensure procurement activities comply with company policies and procedures.
•⁠ ⁠Maintain accurate procurement records, contracts, and supplier documentation.
•⁠ ⁠Ensure proper approvals are obtained before purchases are made.
•⁠ ⁠Assist in procurement audits and compliance reviews.
5.⁠ ⁠Cost Control & Budget Support
•⁠ ⁠Monitor procurement expenses against approved budgets.
•⁠ ⁠Recommend cost-saving initiatives and process improvements.
•⁠ ⁠Support management in procurement planning and budgeting activities.
6.⁠ ⁠Reporting
•⁠ ⁠Prepare procurement reports, supplier evaluations, and purchase summaries.
•⁠ ⁠Track procurement activities and provide updates to management.
•⁠ ⁠Maintain records of contracts, deliveries, and supplier performance.
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Qualifications & Experience
•⁠ ⁠Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field.
•⁠ ⁠Professional certification in Procurement or Supply Chain Management is an advantage.
•⁠ ⁠Minimum of 3–5 years’ experience in procurement or supply chain operations.
•⁠ ⁠Experience in vendor management and contract negotiation preferred.
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Skills & Competencies
•⁠ ⁠Strong negotiation and communication skills
•⁠ ⁠Attention to detail and accuracy
•⁠ ⁠Analytical and problem-solving skills
•⁠ ⁠Organizational and time management skills
•⁠ ⁠Knowledge of procurement procedures and inventory management
•⁠ ⁠Proficiency in Microsoft Office Suite and procurement systems
•⁠ ⁠Integrity and confidentiality
•⁠ ⁠Ability to work under pressure and meet deadlines