Procurement Officer at Armada Human Capital

Job Purpose

Responsible for the efficient coordination and management of all procurement functions for our client’s School; and implementing the procurement strategy to support our client’s overall strategy.

Key Responsibilities

• In liaison with the Operations Director, develop and implement procurement policies and procedures of Our client School, implement internal controls that are in line with the policies and procedures.
• Implement the procurement process for our client, and manage and control the procurement budget to maximize savings.
• Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements
• Assist in the development of specifications for equipment, materials, and services to be purchased.
• Develop and maintain purchasing records, reports and price lists.
• Assist in the development of specifications for equipment, materials and services to be purchased.
• Review stock management system to determine re-order requirements, identify the most suitable supplier from the pre-qualified suppliers;
• Receive approved requisitions and prepare and dispatch LPOs as needed for provisions and follow up to ensure timely delivery;
• Monitor unfilled orders and if necessary consult requisitioning managers for alternative specifications, or to guide on alternative suppliers.
• Ensure quality products are sourced and supplied at the best prices.
• Collect and collate information/statistics in preparation for negotiations and renewal thereof of service contracts for equipment and machinery.
• Coordinate the printing and ordering of stationery, price reviews on all types of stationery, obtaining quotations from suppliers to facilitate negotiations for good prices.
• Verify bills against orders before forwarding for authorization and eventually, payment by Finance department.
• Comply with and maintain knowledge of applicable rules, legislation, standards and best practices.
• Establish and negotiate contract terms and conditions, and maintain supplier relationships.
• Administer contract performance, including delivery, receipt, warranty, damages and insurance.
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
• Develop and maintain constructive working relationships with colleagues and management.

Key Performance Areas

• Obtain value for money from supply chain process
• Effective and efficient coordination of the procurement process
• Promote an understanding of best-in-class procurement competencies for our client

Key Performance Measures

• Goods and services delivered on time
• Receipt of correct order quantities
• Working within reasonable purchasing spend
• Internal customer satisfaction

Academic And Professional Qualifications

QUALIFICATIONS, TRAINING AND EXPERIENCE:

• Bachelor’s degree in Procurement or Supply Chain Management;
• Three years’ procurement and contract management experience, preferably in an academic institution;
• Possession of a professional procurement qualification, such as C.I.P.S;
• Registration with KISM;
• Willingness to put in extra hours in emergencies.
• A degree, diploma or higher qualification in building and construction or engineering
• Fully conversant with Health and Safety issues

Technical knowledge, skills and competencies

• Ability to write narrative and analytical spread sheet reports;
• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required;
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously;
• Ability to work under pressure and to meet deadlines;
• Spoken and written fluency in English desired; and
• Customer service skills
• Conflict resolution skills
• Ability to interact positively with management, and other employees, to promote a team effort and maintain a positive and professional approach.
• Ability to produce a high volume of work in a timely manner, which is accurate, complete, and of high quality.

Experience Required

• At least 6-8 years of relevant and progressive work experience gained working in large educational institutions, 3 of which should have been spent at a supervisory level.

Personal Attributes

• Trustworthiness
• Integrity and professionalism
• Time management skills
• Problem solving and negotiation skills
• Decision making and leadership skills