Procurement Coordinator at TakaTaka Solutions

Purpose of the Role
The Procurement Coordinator is responsible for overseeing and coordinating the company’s end-to-end procurement and supply chain activities. The role ensures efficient sourcing, cost optimization, supplier performance management, compliance with procurement policies, and timely availability of goods and services to support operations.
The position also ensures accuracy of procurement data, proper documentation, audit readiness, and continuous improvement of procurement processes. 

Key Responsibilities 

• Review and validate purchase requisitions to ensure accuracy in specifications, quantities, budgets, and timelines. 
• Oversee and coordinate sourcing processes, including RFQs, supplier engagement, and quotation analysis to ensure competitive and compliant procurement. 
• Evaluate and select suppliers based on price, quality, delivery timelines, and compliance, ensuring best value for the organization. 
• Prepare, review, and issue LPOs in line with approved quotations and the company approval matrix. 
• Manage the full procurement cycle from requisition to delivery, ensuring timely processing and avoiding operational delays. 
• Monitor and follow up on deliveries, proactively addressing delays, shortages, damages, and backorders. 
• Coordinate with Stores and user departments to confirm receipt of goods/services (GRNs, delivery notes, completion confirmations). 
• Build and maintain strong supplier relationships to ensure reliability, performance, and continuous improvement. 
• Resolve procurement-related issues and ensure corrective actions (replacements, credit notes, or supplier escalation). 
• Ensure complete, accurate, and well-organized procurement documentation for all transactions (PRs, RFQs, quotations, comparisons, approvals, LPOs, delivery notes, invoices, contracts). 
• Coordinate with Finance to ensure proper invoice matching and support the payment process (2-way/3-way matching). 
• Monitor procurement budgets by tracking committed spend and identifying variances and cost-saving opportunities. 
• Maintain and ensure accuracy of all procurement trackers, including PR tracker, RFQ tracker, LPO tracker, delivery tracker, and supplier database. 
• Generate procurement reports (weekly/monthly) including status updates, supplier performance, open orders, and pending deliveries. 
• Analyze procurement data to identify trends, cost drivers, and opportunities for savings and standardization. 
• Manage supplier performance by monitoring delivery timelines, pricing consistency, and quality compliance. 
• Identify and mitigate procurement risks such as supply delays, price fluctuations, and over-reliance on single suppliers. 
• Ensure strict compliance with procurement policies, procedures, and approval workflows. 
• Support audit processes by ensuring all procurement records are accurate, complete, and easily accessible. 
• Drive continuous improvement in procurement processes to enhance efficiency, reduce lead times, and minimize emergency purchases. 
• Support procurement planning and coordinate with departments and Stores to ensure timely replenishment of critical items. 

Requirements

Education

• Degree in Procurement, Supply Chain Management, Business, or related field  Membership to KISM (or in progress) is an added advantage.

Relevant Experience

• 3–5 years’ experience in procurement and supply chain management 
• Proven experience handling full procurement cycle (PR → RFQ → LPO → Delivery → Payment support) 
• Experience in supplier management, cost control, and procurement reporting 
• Supervisory or coordination experience is an added advantage 
• Business Understanding
• Market dynamics and pricing trends 
• Supplier sourcing and vendor management 
• Logistics and supply chain processes 
• Budget management and cost control 
• Demand planning and departmental needs 
• Operational procurement (fuel, PPE, spares, consumables) 

Knowledge & Skills

• Strong negotiation and supplier management skills 
• High attention to detail (pricing, specifications, documentation) 
• Strong analytical and reporting skills 
• Advanced Excel / Google Sheets proficiency 
• Strong coordination and stakeholder management 
• Understanding of procurement compliance, ethics, and audit requirements 
• Ability to work in a fast-paced environment and manage multiple priorities