Procurement Officer

We are seeking a motivated and detail-oriented Procurement Officer to oversee and coordinate procurement activities in alignment with organizational policies, donor requirements, and ISO standards. The ideal candidate will have a passion for procurement, vendor management, and ensuring value for money through effective negotiation, coordination, and organizational skills. This role involves managing the entire procurement cycle, maintaining supplier relationships, and supporting compliance and reporting functions to contribute to the organization’s operational efficiency.

Key Responsibilities

- Manage the end-to-end procurement process, including sourcing, tendering, evaluation, and contract management to ensure timely and cost-effective purchasing.
- Prepare quarterly procurement reports that highlight spending trends, vendor performance, and identify cost-saving opportunities.
- Conduct market surveys, source vendors, and obtain competitive quotations to guarantee the best quality, pricing, and delivery schedules.
- Maintain and expand the database of suppliers, vendors, contractors, and service providers to promote transparency and competitive tendering.
- Maintain and issue procurement records such as Purchase Request Forms (PRFs), Job Orders, and Goods Receiving Notes (GRNs).
- Prepare and update procurement trackers to keep relevant staff informed about the status of purchase requests.
- Issue Requests for Quotations (RFQs) to approved and potential vendors, ensuring a competitive and fair procurement process.
- Coordinate with various programs and departments to develop and consolidate the annual procurement plan, supporting bulk purchasing and standardization efforts.
- Ensure strict compliance with organizational procurement procedures, donor requirements, and established guidelines.
- Support the Procurement Manager in maintaining procurement files, reports, and documentation to meet donor compliance standards.
- Collaborate with the Procurement Manager, Operations and Development (OD), and Finance teams to facilitate timely supplier payments.
- Ensure all procurement documentation complies with ISO standards and is readily available for internal and external audits.
- Identify opportunities to improve procurement processes and systems while fostering strong working relationships with vendors and internal stakeholders.

Required Qualifications

- Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, or a related field.
- Relevant experience in procurement, sourcing, vendor management, and purchasing operations.
- Strong knowledge of procurement procedures, competitive tendering, donor compliance, and audit requirements.
- Proficiency in MS Office applications, particularly Excel, and experience with procurement tracking systems.
- Excellent negotiation, analytical, organizational, and coordination skills.
- Demonstrated high standards of integrity, transparency, accountability, and attention to detail.

This position offers an excellent opportunity to contribute to an organization committed to transparency and efficiency in procurement. If you have the required qualifications and are eager to grow your career in procurement, we encourage you to apply.