Procurement Officer

The primary responsiblity of the procurement officer would be to provide support to the Head of Procurement in developing, maintaining, and reviewing procurement guidelines, procedures and policies.

He/She would also be responsible for coordinating and assisting with all procurement initiatives and activities, providing support for procurement projects across all functions, negotiating new agreements and renegotiating existing agreements

Major Job duties

• Monitor & enforce internal procurement systems and processes and ensure compliance across the organisation
• Support in developing, maintaining and reviewing procurement guidelines, procedures and policies.
• Identify new suppliers using sources such as catalogues or internet, interview them to gather information about their products or services
• Handle and monitor claims to vendors for defective or missing parts
• Negotiate improved procurement terms (quality, price, payment term, delivery & service) with suppliers and sub-contractors
• Maintain complete updated purchasing records/data and pricing in the system.
• Calculate costs of orders, and charge or forward invoices to appropriate accounts
• Maintain complete updated purchasing records/data and pricing in the system
• Perform intercompany inventory transfer & submit forms. Monitor inventory quantities and notify when reorder limit reached
• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc
• Maintain daily tracker on issued PO’s and PR’s pending conversion with justification
• Plan and implement sourcing strategies, identify new vendors with improved quality, service or pricing for equipment and services
• Collaborate with key persons to ensure clarity on specification and expectation of requester, obtain technical confirmation prior to PO
• Prepare purchase orders and send copies to suppliers and to requester
• Assist in placement and follow-up of local and foreign purchase orders, and follow-up with suppliers to ensure timely delivery
• Respond to customer and supplier inquiries about order status, changes, or cancellations
• Review requisition orders in order to verify accuracy, terminology, and specifications
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
• Track the status of requisitions, contracts, & orders. Monitor vendor performance & recommend contract modifications when necessary
• Check shipments upon receipt to ensure order is complete with no missing, damaged or defective item & approve invoice for payment
• Assist staff with queries and problems with procurement systems and processes, and address / resolve any non-compliance issues.
• Coordinate with end user for technical approval of the material/spares prior to its procurement.
• Appoint forwarders for foreign PO’s, follow up on shipments, inform warehouse on material delivery
• Prepare and share RFQ forms with vendors and upload forms for public posting
• Responsible for coordinating and assisting with all procurement initiatives and activities, providing support for procurement projects across all functions, negotiating new agreements and renegotiating existing agreements
• Ensure that Procurement projects are completed in an accurate and timely manner with project objectives achieved
• Provide sales department with quotations for tender purposes
• Work with team members and procurement manager to complete duties as needed