Sourcing & RFQ Management

The purpose of this Terms of Reference (TOR) is to define the responsibilities, scope of work, and deliverables of the Sourcing & RFQ Management function. The role ensures timely RFQ processing, competitive pricing, effective supplier engagement, and efficient procurement operations.

2. Scope of Wor

k2.1 RFQ Managemen

t1. Receive, acknowledge, and log all RFQs from clients daily

.2. Review and submit all RFQs within the required deadlines

.2.2 Due Diligence & Internal Revi

ew3. Conduct due diligence by reviewing item purchase history, supplier performance, and technical specification

s.4. Verify accuracy and consistency of item information before preparing quotation

s.2.3 Supplier Sourcing & Market Engagem

ent5. Float RFQs to local and international suppliers with full datasheets and specificatio

ns.6. Collect quotations and perform comparative analysis to identify competitive supplie

rs.7. Evaluate submissions based on price, lead time, C&F costs, economies of scale, and logistics consideratio

ns.8. Coordinate shipment consolidation where applicable for cost-effective procureme

nt.2.4 Supplier Negotiation & Follo

w-Up9. Maintain continuous follow-up with suppliers to ensure timely respon

ses.10. Negotiate favorable pricing and commercial te

rms.2.5 Costing & Price Develo

pment11. Perform detailed costing, including logistics, duties, handling, and other overh

eads.12. Establish competitive selling prices with optimal profit mar

gins.2.6 Submission & Conversion Tr

acking13. Prepare and submit all RFQ quotations within the stipulated dead

lines.14. Follow up on pending, delayed, or unaddressed RFQs to maximize conversion

rates.2.7 Supply Chain Optim

ization15. Apply supply chain expertise to leverage vertical market integration and enhance operational effi

ciency.2.8 Additiona

l Duties16. Perform any other tasks related to sourcing, procurement, or supply chain operations as may be a

ssigned.3. Expected Del

iverablesTimely acknowledgement and submission of all RFQs. Accurate and competitive quotations. Effective supplier sourcing, engagement, and negotiation. Comparative analysis reports when needed. Improved RFQ conversio

n ratios.4.

ReportingThe Sourcing & RFQ personnel will repor

t to: TBD.5. Ethical & Compliance R

equirementsMaintain strict confidentiality of client, supplier, and internal data. Ensure transparency and fairness in all sourcing activities. Comply with organizational procurement policies and industry best

practices.6. Competenci

es Required6.1 Technical C

ompetenciesStrong understanding of procurement and sourcing processes. Knowledge of international trade terms (Incoterms), C&F, freight, and customs-related costs. Proficiency in comparative analysis and total cost of ownership evaluation. Ability to interpret datasheets, technical specifications, and product documentation. Good negotiation and supplier relationship management skills. Proficiency in MS Excel and procurement sy

stems/ERPs.6.2 Behavioral

CompetenciesHigh attention to detail and accuracy. Strong organizational and time-management skills. Effective communication (written and verbal). Ability to work under pressure and meet strict deadlines. Analytical thinking and problem-solving skills. Professionalism, integrity, and confidentiality. Proactive and results-orien

ted mindset.7. Q

ualificationsBachelor's degree in Supply Chain Management, Procurement, Business Administration, Engineering, or related field. Professional certifications are an added advantage. Minimum 35 years experience in sourcing, procurement, or supply chain management. Experience in RFQ management, supplier negotiations, or international sourcing is preferred. Strong reporting and document

ation skills.8. Duration & Work

• ing ConditionsLocation of Work: Dar Es Sa

• laam, TanzaniaWorking Hours: 8

• :30am 5:30pmAccommodation on
• sharing basisTransport allowance to
• and fro officeAir ticket upon 2 years of successful completion o