Procurement & Sourcing

Job Description

Job Description: Procurement and Administration Officer Position Overview: We are seeking a skilled and self-driven individual for the role of Procurement and Administration Officer . This role is critical in ensuring efficient procurement processes and administrative operations to support the organization's overall objectives. The successful candidate will be responsible for managing the end-to-end procurement process, vendor relationships, and administrative functions to ensure smooth day-to-day operations. Key Responsibilities: Procurement Responsibilities: Procurement and Sourcing (Non-IT and IT): Identify, source, and acquire goods and services that meet the specifications and requirements of various departments. Ensure that all procurement activities align with company needs and standards. Proposal and Bid Evaluation: Evaluate and compare proposals, quotations, and bids based on critical factors including price, quality, delivery time, service standards, and other key criteria. Assess vendors' capabilities and offerings to make informed procurement decisions. Purchase Order Preparation and Issuance: Prepare and issue purchase orders to suppliers, ensuring compliance with procurement policies and standards. Contract Negotiation and Supplier Management: Negotiate contracts, terms, and conditions with suppliers while ensuring compliance with procurement policies and procedures. Develop strong relationships with suppliers to foster collaboration and ensure optimal performance. Contract and Order Monitoring: Manage and monitor the implementation of contracts, orders, invoices, and payments, ensuring timely and accurate delivery of goods and services. Maintain accurate records of procurement activities and payments. Risk Assessment and Due Diligence: Conduct comprehensive risk assessments and due diligence on suppliers to ensure compliance with legal, ethical, and environmental standards. Supplier Performance Monitoring: Monitor and evaluate supplier performance and quality, providing feedback and recommendations for continuous improvement. Procurement Records and Reporting: Maintain and update procurement records, reports, and databases, ensuring transparency and ease of access. Administration Responsibilities: Administrative Operations Oversight: Oversee daily administrative operations within the organization, ensuring smooth and efficient workflow. Organize and coordinate office procedures, ensuring all operations are executed effectively. Team Coordination and Task Delegation: Delegate tasks to administrative staff and ensure compliance with organizational policies and procedures. Vendor and Supplier Relationship Management: Manage relationships with external vendors and suppliers to ensure efficient provision of goods and services to support business operations. Support Activities Management: Ensure that all support activities are carried out efficiently to allow smooth functioning of other operational areas. Key Skills and Competencies: Strong Negotiation and Communication Skills: Ability to effectively negotiate with suppliers and communicate procurement needs clearly and professionally. Self-driven and Independent Worker: Ability to work autonomously and deliver results with minimal supervision. Team Collaboration: Capability to work with cross-functional teams (finance, legal, operations) to achieve organizational goals. Proficiency in Microsoft Office: Skilled in using Microsoft Office Suite (Excel, Word, PowerPoint) for reporting, documentation, and communication purposes. Analytical and Problem-Solving Abilities: Strong ability to analyze data, assess risks, and make informed decisions that benefit the organization. Procurement Knowledge: Familiarity with procurement policies, regulations, and best practices to ensure compliance and efficiency. Required Qualifications: Education: Graduate/Post Graduate in any relevant field. Experience: Minimum of 4-5 years of work experience in procurement or general administration roles, with a demonstrated understanding of procurement processes, vendor management, and administrative operations. This role offers an excellent opportunity to contribute to the smooth functioning of procurement and administrative processes within the organization. If you are a detail-oriented, proactive individual with a strong ability to manage multiple tasks, we invite you to apply for this exciting position.