Tuesday, August 6, 2013

Procurement Officer

Position: Procurement Officer

Department: Procurement Department
Role Objective:
The Procurement Officer assumes overall responsibility for managing pricing, rebates and relationships with suppliers in the best commercial interests of the business.

Duties and Responsibilities

The incumbent shall be directly accountable for:
Controls, Policies and Procedures
Ensure that all procurement activities are effectively managed and are in accordance with the Contract Regulations, Procurement Act and Financial Regulations
Review and develop the Procurement Strategy covering each of the key business areas
Create Awareness on the company’s procurement procedures to the relevant employees dealing directly with procurement.
Ensure that the correct procedures are followed in respect of all major procurement activities
Continually develop procurement expertise across the company to support staff development, knowledge and expertise in procurement activities

Supplier Relations

Participating in the supplier pre-qualification and selection processes. Maintaining an up to date directory of all suppliers, their contacts, a brief on their products/services and on the status of any agreements entered into.
Developing and maintaining strategic supplier relationships to ensure the timely and efficient delivery of goods and services
Participating in the negotiations of agreements and monitoring performance against SLAs (Service Level Agreements)
Set up a process of review for all Contracts, Supplies and Suppliers ensuring that maximum value for money benefits are achieved through supplier rationalization, developing an Approved Supplier list
Build and develop good relationships with key suppliers to ensure best value for money and customer satisfaction with services provided
Monitor trends in supplier and contract base and propose / implement plans to respond to such trends

Procurement Function

Periodically conduct dialogue, briefings and negotiation sessions on pricing/terms and conditions etc with suppliers/vendors.
Ensuring that requests for purchases are clearly articulated approved and recorded as per the established procedures.
Consulting with requesting officers to ensure that quality, quantity and type of items required meet their specific specifications.
Keeping requesting officers properly informed on the status and progress of all requests/orders made and dealing with any changes or clarifications as required.
Monitor, respond and assist with any supplier enquiries.
Progressively conduct supplier suitability and capability checks and advise the Director of any required changes.
Bring to the attention of the Director any supplier contracts up for review in good time and assist in the processes of renewal or cancellation of agreements.

Value for Money and Reporting

Set procurement savings targets each year in conjunction with the Procurement Officer and monitor delivery against targets
Prepare a quarterly report to the Finance Manager providing a review of procurement activities and achievements


Ensure that prices negotiated with suppliers are set a level where company can benefit from savings
Ensure that, at price reviews, any increases are kept to a minimum and implemented only when fully justified ensuring that point 1 above still applies
Ensure that all suppliers pricing information is up to date and stored, in accordance with procedures, on the Client Relationship Management System (CRM)
Maintain accurate and up to date supplier agreements, trading terms and details of rebates for those suppliers within your portfolio
Carry out pricing audits
Ensure up to date hard copy price lists and product information are readily available for product management
Ensure that the Product Managers are kept up to date with supplier details, (prices, product range, key field and office contacts etc.)
Manage own correspondence and administration professionally and efficiently

Inter-Departmental Responsibilities

Develop and maintain effective working relationships with all department heads especially those responsible for the product management
Attend and contribute to the monthly Product Managers meetings
Promote effective liaison within the department to ensure that all the supplier information required for the production of marketing literature is supplied in the relevant format and to agreed deadlines. This includes but is not limited to the annual directory, newsletters, website
Work with suppliers and buyers to ensure that the supplier contributions to any marketing activity add real value and promotes increased customer spend.

Organizational Alignment

Reports to the Senior Accountant
Works closely with and in conjunction with the Customer Service Coordinators, Office Administrators, Product Managers and Operations Manager in ensuring adequate management of materials and material flow to support those operations

Academic Qualifications

Diploma in Front Office Management  Customer Relations/Public Relations or;
A minimum of 2 years work experience in a similar position from a reputable organization preferably in the ICT sector

Skills and Knowledge Requirement

Materials handling experience commensurate with duties and responsibilities of the position
Easy to contact and to communicate and work with
Exhibits a sense of urgency when necessary
Good oral and written communication skills
Ability to issue and explain good instructions
Working knowledge of computer systems, ability to learn CRM input, retrieval and use
Understanding of the proper use of Work Orders, priorities and schedules
Ability to work in a team environment, fully supporting the goals and objectives of the sales, maintenance and operations efforts
Note: Only those fulfilling the requirements of the positions should email their detailed CVs, indicating your availability and expected salary
Position Closes on 9th August, 2013
On the Subject line clearly indicate “PROCUREMENT OFFICER”.
E-mail to: philip@dafinaconsultants.com