Assistant Procurement Officer - Sourcing



Job Purpose



Reporting to the Procurement Manager, the role holder will have the responsibility and accountability for purchase of goods, services and establish good suppliers’ relationship so as to return profit on capital invested, customer satisfaction and retention index is met by using proper purchasing procedures





Responsibilities and Accountabilities



1. Monitor and ensure accurate on-time uploading of Parts orders into the portal and submission of respective reports to ensure timely turnaround of parts needed for jobs.

2. Negotiations with the suppliers to obtain quantity discounts, economical pricing, and payment terms with all suppliers.

3. Sourcing, engaging, and managing the suppliers’ relationship and retention by ensuring proper invoice documentation, effective communication, scheduled visits, and effective management of vendor payments. Ensure the company gets value for money in every purchase.

4. Continuous investigations on new suppliers and market prices trend on goods and services that may continuously be required.

5. Prepare bid requests (request for quotations). Review bid proposals and negotiate contracts within budgetary limitations and scope of authority.

6. Implement procurement policy and ensure adherence to the procurement procedures by all stakeholders. Monitor any gaps or non-adherence to the existing procurement policy and issue periodic reports. Ensure that purchasing policies, guidelines are adhered to and associated documents are in place and updated as required.

7. Monitor, coordinate and ensure effective budgeting, availability and communication in regards to sourcing of all products and services is prompt and respective reports provided as required.

8. Conduct suppliers’ reconciliation and provide monthly statements so as to ensure accurate on time reporting on accounts payable at all times.

9. Prepare accurate goods received note (GRN) by always comparing with the LPO so as to maintain the integrity of stock levels. 

10. Ensure that items are purchased and delivered on a timely manner; at the right quality, through the most cost-effective channels, the right quality and at the most competitive prices, ensuring that the company does not incur unnecessary costs al.





Minimum Academic qualifications required to perform effectively in the role:



(i) Holder of a bachelor’s degree Supply Chain Management, Business Administration, Accounting Finance, Purchasing Management, and its related field.

(ii) Possession of a professional course will be an added advantage e.g. CPA, ACCA, CPSM, CPP, CPPM

(iii) A minimum of three years’ experience in a busy company.

(iv) Proficiency in computer applications ERP systems 





Competencies/Attributes



• Knowledge and practical experience in use of ERP system

• Consistent, accurate, and thorough with an eye for details

• Exceptional organizational skills and aptitude for numbers

• Outstanding communication skills, written and verbal

• Excellent customer service and interpersonal skills

• Outstanding phone and email etiquette