Procurement Officer at Adept Systems

The Procurement Officer will work closely with internal stakeholders, including production, maintenance, quality control, and finance teams, to fulfil procurement requirements while ensuring compliance with procurement policies, maintaining supplier relationships, and achieving value for money. This position requires strong organisational skills, attention to detail, and the ability to manage multiple procurement activities simultaneously in a fast-paced industrial environment.

Key Responsibilities

• Process purchase requisitions from various departments, ensuring accuracy, completeness, and proper authorisation in accordance with procurement policies and delegated authority limits.
• Source and procure raw materials (gypsum, clinker, additives), spare parts, maintenance supplies, consumables, personal protective equipment (PPE), office supplies, and services required for cement grinding operations.
• Conduct market research to identify potential suppliers, evaluate product specifications, compare prices, and assess supplier capabilities to ensure competitive pricing and quality standards.
• Obtain and analyse quotations from multiple suppliers, prepare comparative statements, and make recommendations based on price, quality, delivery timelines, and payment terms.
• Issue purchase orders (POs) to approved suppliers, ensuring accuracy of specifications, quantities, pricing, delivery schedules, and terms and conditions.
• Follow up with suppliers to confirm order acceptance, track delivery status, expedite urgent orders, and resolve delivery delays or discrepancies.
• Coordinate with the warehouse and receiving team to ensure timely receipt, inspection, and acceptance of goods in accordance with purchase order specifications.
• Maintain and update the approved supplier database, ensuring vendor information, certifications, tax compliance documents, and performance records are current and accurate.
• Conduct supplier pre-qualification and evaluation processes, assessing suppliers based on quality, reliability, financial stability, delivery performance, and compliance with company standards.
• Build and maintain professional relationships with suppliers and service providers, negotiating favourable terms, resolving disputes, and fostering long-term partnerships.
• Monitor supplier performance, including delivery reliability, product quality, pricing competitiveness, and responsiveness, providing feedback and escalating issues as necessary.
• Monitor contract compliance, track renewal dates, and coordinate contract extensions or renegotiations in collaboration with the Procurement Manager and legal team.
• Collaborate with stores and inventory management teams to maintain optimal stock levels of critical spare parts and materials, preventing stockouts that could disrupt production.
• Support inventory planning by analysing consumption patterns, identifying slow-moving or obsolete items, and recommending inventory optimisation strategies.
• Coordinate emergency procurement for critical breakdowns or urgent operational needs, working with approved suppliers to minimise production downtime.
• Ensure full compliance with company procurement policies, procedures, and authorisation frameworks, maintaining transparency and accountability in all procurement activities.
• Maintain comprehensive procurement records, including purchase requisitions, quotations, purchase orders, delivery notes, invoices, and contracts, in an organised and retrievable manner.
• Prepare and submit regular procurement reports, including purchase order status, supplier performance metrics, cost savings achieved, and procurement cycle times to the Procurement Manager.
• Support internal and external audits by providing procurement documentation, responding to audit queries, and implementing audit recommendations.
• Utilise procurement software and ERP systems to process transactions, track purchase orders, generate reports, and maintain accurate procurement data.
• Identify and implement cost-saving opportunities through competitive bidding, bulk purchasing, supplier consolidation, and negotiation of better payment and delivery terms.
• Monitor market price trends for key materials and supplies, alerting management to significant price fluctuations and recommending procurement strategies to mitigate cost impacts.
• Work with budget holders to ensure procurement activities align with approved budgets and financial constraints.

Professional Experience and Educational background required

• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Commerce, or a related field. Professional qualifications such as a CIPS (Chartered Institute of Procurement and Supply) Diploma or KISM (Kenya Institute of Supplies Management) certification are highly advantageous.
• Minimum 3-5 years of procurement experience, preferably in manufacturing, industrial, construction, or FMCG environments. Experience in cement manufacturing or heavy industry is a strong advantage.
• Proficiency in ERP systems (SAP, Oracle, Microsoft Dynamics, or similar), procurement software, and Microsoft Office Suite (Excel, Word, Outlook).
• Strong analytical and problem-solving skills with the ability to analyse quotations, evaluate suppliers, and make data-driven procurement decisions.
• Understanding of procurement ethics, regulatory compliance, and tax requirements (VAT, withholding tax) applicable to procurement transactions in Kenya.