Procurement in Charge

Job Description:

Department: Procurement 

Reports To: Operations Manager

Direct Reports:  Procurement staff

Job Purpose

To procure high quality goods and materials, ensure follow up to ensure that these are delivered on time and at minimum cost.

Indicators of Good Performance on the job

• A list of preferred suppliers maintained, and areas of concern reported.
• Approved procurement requests processed and filled in compliance with prescribed rules and regulations. Tally system to be utilized to the maximum.
• Unfilled orders monitored and requisitioning managers consulted to identify alternative suppliers or specifications.
• Accurate procurement reports compiled in line with the set programme.
• Complaints about quality of goods and delays kept to a minimum.
• Cost of goods kept within budget.’
• Procurement regulations complied with.

Key Duties

• Receive approved requisitions and prepare and dispatch LPOs as needed for goods and services and follow up to ensure timely delivery
• Where necessary, procure proforma invoices/quotations from suppliers.
• Ensure products and series supplied are as per specifications and supplied at the best prices
• Co-ordinate the receiving of good and ensure that user department is available to confirm quality and quantity.
• Ensure that the good, received notes (GRNs) are prepared, attached to the delivery notes and LPO and forwarded to accounts for payment processing
• Generate a weekly report on all outstanding items and requisitions for the management.
• Follow up on delayed deliveries and keep user departments informed; consulting them if there is need to change specifications or suppliers
• Monitor the performance of selected suppliers, highlight areas of concern and recommend alternatives where necessary
• Summarize the achievement made on price reduction and the quality products for management review.

Knowledge/Skills/Experience

• Degree in Business Management
• Diploma in Purchasing & Supply Management
• 7 years experience of purchasing.