Procurement Officer

Responsibilities:

General:

• Draft the Procurement category strategy, which will be approved by the Procurement Manager
• Ensure the highest level of integrity and confidentiality of the procurement process and proper adherence to procurement policies and procedures.
• Implement best practices to enhance process efficiency, optimize cost, and ensure compliance with the organization’s policies and procedures.
• Coordinate payment of invoices with the finance team as needed.
• Provide supervision for junior procurement staff on procurement procedures.
• Identify and recommend process improvements in all phases of the procurement cycle in order to reduce and manage overall corporate spending.

Procurement Management:

• Execute procurement strategies for goods and services, such as strategic sourcing and spend analyses, to identify savings opportunities.
• Collaborate with end users to ensure clarity of specifications and requirements and follow up on shipment and receiving goods.
• Evaluate the quality and cost of proposed services, supplies, and equipment.
• Ensure adequate preparation of tender documents (RFP and RFQ)
• Supervise the tender process from requisition to contract award and implement recommendations of the evaluation.

Vendor Management:

• Source, engage, and negotiate with reliable vendors for all procurement categories to secure advantageous terms and build long-term relationships
• Supervise the vendor registration process and ensure the vendor database is kept up to date
• Ensure contracts and Purchase Orders are awarded to Approved/Registered Vendors
• Supervise the review of vendors' performance and implement recommendations

Contract Management:

• Prepare draft contract documents in coordination with legal counsel.
• Perform risk assessments on potential contracts and agreements to determine ongoing feasibility.
• Identify root cause of issues/disputes and negotiate with vendor to reach an acceptable solution in line with contract terms.
• Escalate unresolved issues/disputes for mediation and monitor the implementation of improvement opportunities.

Reporting and Budgeting:

• Prepare draft annual plan and budget, ensuring the efficient utilization of allocated resources.
• Track and report key functional metrics to reduce expenses and improve effectiveness.
• Prepare weekly / monthly procurement reports to the Procurement Manager.
• Perform any other procurement/contracts related duties as may be directed by the Procurement Manager. 

Requirements:

• Good time management skills 
• Good team player 
• Critical thinker and problem solver 
• Ability to prioritise work effectively 
• Strong negotiating skills 
• Sense of ownership and accountability 
• Good supervisory and people management skills 
• Excellent written and oral communication skills. 
• Strong influencing skills