Job Description
Developing and implementing procurement strategies:
– The Procurement Officer is responsible for developing procurement policies, procedures, and strategies that align with the organization’s goals and objectives.
Supplier selection and management:
– The officer is in charge of identifying potential suppliers, evaluating their capabilities, and making an informed decision regarding supplier selection.
– They also establish and maintain relationships with suppliers, negotiate contracts, and monitor supplier performance.
Conducting market research and analysis:
– Procurement Officers need to stay up to date with market trends, pricing, and new products or services in order to make informed purchasing decisions.
– They analyze market conditions and identify potential cost-saving opportunities.
Managing the procurement process:
– This involves preparing and issuing requests for proposals (RFPs) or quotations (RFQs), evaluating bids or proposals, and making recommendations for awarding contracts.
– They also handle issuing purchase orders, ensuring compliance with policies and procedures, and managing the entire procurement process, including receiving and inspecting goods or services.
Budgeting and cost control:
– The Procurement Officer plays a role in developing and managing procurement budgets.
– They are responsible for ensuring cost-effective procurement practices and maximizing value for the organization by identifying cost-saving opportunities and negotiating favorable terms and conditions.
Risk management:
– The officer assesses and manages procurement-related risks, such as supplier bankruptcies, delivery delays, or quality issues.
– They develop risk mitigation strategies and contingency plans to ensure continuity of supply.
Compliance and ethical considerations:
– Procurement Officers adhere to legal and ethical standards, including ensuring fairness, transparency, and compliance with procurement regulations and policies.
– They may also be responsible for conducting due diligence on suppliers to ensure compliance with social and environmental standards.
Stakeholder management:
– Procurement Officers collaborate with internal stakeholders, such as departments or project teams, to understand their procurement needs and requirements.
– They provide guidance and support to stakeholders throughout the procurement process, ensuring their needs are met while following procurement procedures.
Record-keeping and reporting:
– The officer maintains accurate procurement documentation, including purchase orders, contracts, supplier information, and financial records.
– They also prepare and provide regular procurement reports to management, highlighting key metrics, cost savings, and other relevant data.
Continuous improvement:
– Procurement Officers identify areas for improvement within the procurement process, such as streamlining procedures, enhancing supplier performance, or leveraging new technologies or tools.
– They actively contribute to enhancing the efficiency and effectiveness of the procurement function within the organization.
Job Requirement
– A Bachelor’s degree or equivalent in a relevant field such as business administration, economics, or supply chain management.
– Experience in procurement, purchasing, or supply chain management preferably in a similar industry or organization.
– Familiarity with relevant procurement regulations, policies, and procedures.
– Knowledge of procurement tools such as e-procurement systems, vendor management systems, and contract management systems.
– Strong analytical and negotiation skills to evaluate supplier proposals, and negotiate pricing and contract terms.
– Excellent communication skills (verbal and written) to clearly articulate procurement procedures and requirements to both internal stakeholders and suppliers.
– Ability to work independently and as part of a team, often under tight deadlines and pressure.
– Strong attention to detail and ability to manage multiple procurement projects simultaneously.
– Strong decision-making and problem-solving skills to resolve procurement-related issues and challenges, often involving complex matters.
– Ability to build and maintain positive relationships with suppliers and stakeholders.
– Demonstrated ability to ensure compliance with procurement regulations, policies, and procedures and conduct procurement activities timely, transparently, and effectively.
– Familiarity with logistical and supply chain management principles and practices.
– Proficiency in the use of Microsoft Excel and other common computer applications.
– Willingness to learn and keep up-to-date with the latest procurement trends, best practices, and regulations.