Store & Purchase Officer

Job Description: As a Procurement Manager at our organization, your role will involve overseeing the purchase, procurement, and inventory management functions. Your responsibilities will include the following key areas: - Procurement Planning & Budgeting: - Prepare annual and quarterly procurement plans aligning with departmental needs and approved budgets. - Ensure timely processing of indents and purchase requisitions. - Collaborate with Finance and relevant departments to verify budget availability before making purchases. - Vendor Management: - Identify, empanel, and assess vendors in accordance with university guidelines. - Maintain an updated and authorized vendor database. - Solicit quotations and ensure vendors adhere to terms and conditions. - Tendering and Procurement Process: - Create and release tenders, RFQs, and comparative statements following procurement policies. - Guarantee transparent and compliant purchase procedures based on University norms. - Coordinate with the Purchase Committee for evaluation and finalization. - Purchase Order & Contract Management: - Prepare and issue Purchase Orders (POs) accurately and promptly. - Monitor PO execution, delivery schedules, and quality of goods/services. - Manage records of contracts, warranties, and AMCs. - Inventory & Material Management: - Coordinate with Stores for material receipt, inspection, and issuance. - Maintain stock registers and ensure optimal inventory levels. - Facilitate disposal of obsolete/scrap material. - Compliance & Audit: - Ensure all purchases adhere to university policies and audit standards. - Maintain comprehensive documentation for audit and statutory purposes. - Address and resolve audit observations promptly. - Coordination & Reporting: - Interact with departments for clarifying requirements and monitoring delivery progress. - Submit regular reports on procurement status, pending indents, and vendor performance. - Provide data to support management in decision-making processes. - Facilitate interdepartmental and Head Office coordination within the University. - Cost Efficiency & Value for Money: - Ensure cost-effective procurement through negotiation and market analysis. - Identify opportunities for savings and process enhancements. Qualifications: - Graduate in any discipline (preferably Commerce / Management / Engineering). - Minimum 5 years of relevant experience in purchase, procurement, and inventory management. - Proficient in MS Office, ERP, or inventory management software. - Desirable: Postgraduate degree or diploma in Materials Management / Supply Chain Management / Business Administration. - Desirable: Experience in educational institutions, public sector, or large organizations handling store and purchase functions. - Desirable: Familiarity with audit and stock verification procedures.,