Procurement and Store Officer

Responsibilities

• Support the Procurement team in sourcing suppliers and placing orders in strict compliance with company purchasing policies.
• Verify purchase orders, confirm order quantities and prices, and follow up on delivery timelines with vendors.
• Ensure that all procurement documentation is complete, including purchase orders, receipts, and supplier information.
• Maintain positive relationships with suppliers to ensure timely delivery and competitive pricing
• Track supplier performance, report any discrepancies or quality issues, and support in resolving them promptly.
• Coordinate with team members/vendors on any needed adjustments to orders, such as changes in delivery schedules or order quantities.
• Regularly conduct market research to compare prices and quality among different suppliers, ensuring cost-effective purchasing.
• Work with the procurement team to evaluate quotes and select the best options based on quality, reliability and cost.
• Ensure all procurement activities comply with company policies and relevant regulatory requirements.
• Maintain up-to-date and accurate procurement records for easy reference and auditing purposes.
• Verify received goods against purchase orders, ensuring accuracy in quantity and quality before stocking.
• Properly label and store items in the designated areas, following inventory management best practices.
• Update stock records promptly in inventory management software to reflect new deliveries.
• Regularly monitor stock levels, identifying and reporting low stock items to facilitate timely reordering.
• Conduct routine inventory checks and monthly stock takes to ensure accurate stock levels and prevent discrepancies.
• Investigate and report any stock discrepancies to the Store Supervisor or Procurement Manager.
• Maintain accurate inventory records, ensuring all stock movement (in and out) is recorded.
• Generate and submit daily, weekly, and monthly stock reports, providing insights on stock usage, stock levels, and any variances.
• Prepare and maintain detailed documentation for damaged or expired items and facilitate their removal according to company policy.
• Monitor the storage environment, ensuring it meets product-specific requirements, such as temperature and humidity control.
• Identify and report any damaged items to the relevant supervisor, ensuring non-compliant items are quarantined for review.
• Assist in organizing the store layout, ensuring items are easily accessible and storage space is optimized.

Requirements:

• Minimum BSc in Procurement, Supply Chain Management, or related field.
• 3 years of experience in procurement, inventory management, or a related field.
• Proficiency in inventory management software (e.g. QuickBooks) and Microsoft Office Suite, especially Excel.
• Ability to maintain accuracy in order processing, record-keeping, and stock management.
• Strong ability to organize, prioritize, and handle multiple tasks efficiently.
• Good verbal and written communication skills to interact with suppliers and internal teams.
• Ability to identify and resolve inventory discrepancies and procurement issues.
• Effective in working collaboratively with the procurement and store teams to achieve common goals.