Procurement Process Execution:

• Receive and review purchase requests (PRs) from different departments;
• Source potential suppliers locally and when required, internationally;
• Collect quotations and analyze offers based on cost, quality, and delivery timelines;
• Prepare and process procurement documents including purchase orders and contracts;
• Coordinate with finance for payment processing and ensure complete and accurate documentation;

Market Research & Supplier Sourcing:

• Conduct regular market research to stay updated with current prices and supplier availability
• Maintain a reliable vendor list and update it regularly
• Build and maintain good relationships with trusted suppliers
• Negotiate pricing and terms to ensure value for money

Order Tracking and Delivery Follow-up:

• Track purchase orders and ensure on-time delivery of goods or services
• Coordinate with logistics team for receipt and physical verification of items
• Prepare delivery notes and ensure all required documentation is collected and archived

Documentation and Reporting:

• Maintain a well-organized and updated procurement filing system (PRs, RFQs, POs, contracts, invoices)
• Provide weekly and monthly reports on procurement activities and supplier performance
• Assist in audit processes by providing required procurement documents

Additional Duties:

• Coordinate with procurement entities for clearance and project implementation.
• Participate in NCB and ICB bid opening
• Work closely with the transport/logistics department to arrange pickups or deliveries
• Resolve complaints or quality issues related to suppliers or purchases