Officer Procurement

Job Purpose

The Procurement Officer supports the Procurement Office in managing daily procurement activities, ensuring compliance with university procurement policies and procedures, maintaining effective supplier relationships, and facilitating timely acquisition of goods and services.

Key Responsibilities

Procurement Operations

• Receive, review, and process procurement requests from departments.
• Prepare and issue Requests for Quotation (RFQs), Requests for Proposal (RFPs), and purchase orders.
• Obtain and evaluate supplier quotations in accordance with procurement policies.
• Coordinate procurement activities from requisition to delivery.

Vendor Management

• Maintain relationships with approved suppliers and vendors.
• Conduct supplier sourcing and market research.
• Monitor supplier performance regarding quality, cost, and delivery.

Compliance & Documentation

• Ensure all procurement activities comply with approved procurement policies and internal controls.
• Maintain complete procurement records, contracts, quotations, and supporting documents.
• Support audit requirements by providing accurate procurement documentation.

Coordination & Communication

• Liaise with internal departments to understand procurement requirements.
• Coordinate with Finance for payment processing and budget verification.
• Work closely with receiving departments to ensure successful delivery and acceptance of goods and services.

Reporting & Analysis

• Track procurement requests and purchasing status.
• Prepare procurement reports and spend analyses as required.
• Identify opportunities for cost savings and process improvements.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.
• 2 to 5 years of experience in procurement, purchasing, or supply chain operations.
• Experience in educational institutions is an advantage.

Skills & Competencies

• Strong negotiation and communication skills.
• Knowledge of procurement best practices and vendor management.
• Analytical and problem-solving abilities.
• Excellent organizational and documentation skills.
• Proficiency in Microsoft Excel, Word, and ERP/Procurement systems.
• Ability to manage multiple requests and meet deadlines.