Procurement Officer

Our client, who is a multi-disciplinary firm providing high-quality and professional services to the public and private sectors in the areas of construction, Healthcare, Oil & Gas, and procurement of specialized supplies, is seeking a results-driven and strategic Procurement Officer.

Job Summary

The ideal candidate will be responsible for the end-to-end acquisition of materials, equipment, and services, ensuring they are cost-effective, high-quality, and delivered on time to meet project deadlines.

Job Description

Purchasing & Requisition Management

• The successful candidate will source, evaluate, and process requisitions in line with approved procurement plans.
• They will be responsible for issuing Purchase Orders (POs) and ensuring proper authorization before release.
• They are expected to ensure compliance with procurement regulations
• Coordinate with internal stakeholders (Finance, Operations, Projects) to align procurement with project requirements and budgets.

Supplier Performance & Contract Compliance

• Monitor supplier performance to ensure compliance with contractual agreements, delivery schedules, and quality standards.
• Address supplier non-conformities and recommend corrective actions.
• Maintain long-term supplier relationships while ensuring accountability.

Inventory & Stores Management

• Monitor inventory levels and ensure adequate stock levels while minimizing carrying costs.
• Maintain accurate inventory movement records of all items at respective sites and stores.
• Carry out monthly reconciliation and update stock records.
• Participate in monthly, quarterly, and annual stock-taking exercises.
• Maintain a comprehensive, up-to-date document retrieval system for all store transactions.
• Maintain clean and organized storage areas at all times.

Inspection & Quality Control

• Inspect deliveries by comparing received items against purchase orders and specifications.
• Physically inspect and verify all items from suppliers against purchase orders and delivery documents.
• Approve or reject delivered goods based on compliance with requirements.
• Ensure correct items and quantities are loaded as per loading documents before dispatch.

Documentation & Reporting

• Maintain accurate records of procurement transactions, contracts, and vendor information.
• Prepare procurement reports for management review.
• Ensure proper filing (physical and electronic) of all procurement and stores documents.

Coordination & Internal Controls

• Work closely with Finance for invoice verification and payment processing.
• Coordinate with Project Managers and Engineers to ensure timely material availability.
• Support internal and external audits by providing procurement documentation.

Financial Control & Budget Management

• Prepare and manage procurement budgets in coordination with Finance.
• Track committed costs versus approved budgets.
• Analyze price trends and recommend cost-control measures.
• Support cash flow planning by forecasting procurement commitments.

Import & Logistics Coordination

• Coordinate import documentation (Invoices, Packing Lists, Bills of Lading).
• Follow up on customs clearance and shipping timelines.
• Monitor freight costs and delivery schedules.
• Ensure compliance with international trade terms (Incoterms).

Health, Safety & Environment (HSE) Responsibilities

• Ensure procured materials comply with HSE standards and specifications.
• Source suppliers who meet safety and environmental compliance requirements.
• Ensure proper storage of hazardous materials.
• Promote safe material handling practices in stores and project sites.
• Participate in safety meetings and site inspections where required.

Risk & Supply Chain Continuity

• Identify potential supply chain disruptions.
• Develop alternative sourcing strategies.

Technology & Systems Management

• Operate and maintain ERP procurement modules.
• Ensure accurate system entries for PRs, POs, GRNs, and stock movements.
• Generate procurement analytics and performance dashboards.

Job Requirements

• Bachelor’s degree in procurement and supply chain management or related field.
• Level 4 Ordinary Diploma in Procurement and Supply (CIPS) is an additional advantage
• Minimum 1- 2 years procurement experience in the sector
• Strong knowledge of sourcing, contract negotiation, supplier management, and inventory control.
• Strong negotiation, analytical, and communication skills.
• Good understanding of procurement compliance and contract management.
• Proven problem-solving ability in supply chain and sourcing challenges.