QSSR-PROCUREMENT OFFICER
1. Job Purpose
The Procurement Officer is responsible for supporting and coordinating the day-to-day procurement activities to ensure the timely, transparent, efficient and cost-effective acquisition of goods, services and works. The role supports procurement planning, reviews and verifies purchase requisitions, prepares tender documentation, coordinates tendering and bid evaluation processes, monitors procurement implementation against approved plans and budgets, and maintains accurate procurement records and reports. The position also serves as a key link between end users, the Purchase Section, suppliers and the Purchase Committee, ensuring that all procurement activities comply with approved procurement plans, budgets, procurement policies, procedures, technical requirements and applicable regulations.
2. Key Responsibilities
a. Support the preparation and implementation of annual and project-specific procurement plans.
b. Review and verify purchase requisitions to ensure that they are complete, properly authorized, and supported by clear and detailed technical specifications.
c. Liaise with end users to clarify procurement requirements and ensure that specifications are appropriate and fit for purpose.
d. Monitor procurement requests and follow up on outstanding requisitions to ensure timely processing.
e. Support procurement activities in line with approved acquisition plans, budgets and priorities.
f. Reporting procurement malpractices for necessary action;
g. Carrying out other duties that may be assigned by the superior.
2.1. Tendering & Procurement Processes
a. Prepare tender documents, requests for quotations, invitations to tender, and other procurement documentation based on approved requirements.
b. Coordinate the issuance and receipt of bids and ensure that procurement processes are conducted fairly, transparently and in accordance with applicable procedures.
c. Participate in bid opening sessions and ensure proper documentation of proceedings.
d. Participate in bid evaluation processes and provide the required administrative and technical support.
e. Assist the Purchase Committee in the preparation, coordination, and documentation of tender evaluation processes.
f. Maintain proper procurement records, including requisitions, tender documents, bids, evaluation reports, contracts, and related correspondence.
2.2. Supplier & Stakeholder Coordination
a. Liaise with suppliers and service providers on procurement-related matters while maintaining professional and ethical standards.
b. Coordinate with end users and relevant departments to ensure that procurement requirements are clearly understood and processed efficiently.
c. Support communication between the Purchase Section, end users, suppliers, and the Purchase Committee throughout the procurement cycle.
d. Follow up on procurement processes to ensure that goods, services, and works are acquired within approved timelines and requirements.
2.3. Budget Monitoring & Procurement Compliance
a. Support the monitoring of procurement expenditure against approved budgets and procurement plans.
b. Prepare budget implementation reports and identify significant variances or procurement delays for management attention.
c. Ensure that procurement activities comply with approved policies, procedures, plans, budgets, and applicable procurement regulations.
d. Promote value for money, fairness, transparency, accountability and integrity throughout the procurement process.
2.4. Reporting
a. Prepare and submit weekly reports on completed and ongoing tendering processes.
b. Prepare periodic procurement reports covering procurement status, expenditure, pending requisitions, completed tenders and other relevant procurement activities.
c. Maintain accurate and up-to-date procurement records and documentation to support audits and management decision-making.
2.5. Other Duties
a. Provide administrative and technical support to the Head Purchase and Purchase Committee as required.
b. Participate in procurement planning, evaluation meetings and other procurement-related activities.
c. Perform any other duties related to procurement as may be assigned.
Requirements
3. Qualifications & Experience
3.1. Education
a. Bachelor's Degree in Procurement, Supply Chain Management, Logistics, Business Administration, Commerce, or a related field.
b. Professional procurement certification or membership in a recognized procurement professional body is an added advantage.
3.2. Experience
a. Minimum of 2 years' relevant experience in procurement, purchasing, or supply chain management.
b. Practical experience in tender preparation, bid evaluation, procurement planning and contract administration.
c. Experience working with procurement systems, committees, suppliers, and end-user departments.
d. Experience in a public sector, institutional, project, or regulated procurement environment is an added advantage.
4. Key Competencies
a. Knowledge of procurement laws, regulations, policies, and procedures.
b. Procurement planning and tender management.
c. Requisition review and specification analysis.
d. Bid opening and evaluation processes.
e. Supplier and stakeholder relationship management.
f. Budget monitoring and expenditure control.
g. Contract and procurement records management.
h. Excellent communication and negotiation skills.
i. Planning, coordination and organizational skills.
j. High level of integrity, confidentiality, and professional ethics.
k. Attention to detail and commitment to accuracy.
l. Ability to work under pressure and meet deadlines.
m. Proficiency in Microsoft Office applications.
5. Key Performance Indicators (KPIs)
a. Timely and accurate processing of purchase requisitions.
b. Timely preparation and completion of tendering processes.
c. Compliance of procurement activities with approved plans, budgets, policies, and applicable regulations.
d. Accuracy and completeness of tender and procurement documentation.
e. Timely participation and support in bid evaluation and Purchase Committee processes.
f. Effective monitoring of procurement expenditure against approved budgets.
g. Timely submission of weekly and periodic procurement reports.
h. Proper maintenance of procurement records with minimal audit findings.
i. Achievement of value for money, transparency, fairness, and efficiency in procurement activities.
j. Timely resolution and follow-up of procurement-related queries and pending actions.