Procurement Officer at Nairobi Garage

JOB DESCRIPTION

POSITION OVERVIEW

The Procurement Officer will make sure that local purchases are done within the shortest time possible, that all the documentation is done according to the system, and that the supplier relations are well maintained.

JOB RESPONSIBILITIES

Being the Procurement Officer, you are Directly Accountable for all spaces and Dash Cafe;

Supplier Relations

• Participating in the supplier pre-qualification and selection processes
• Assist in getting quotes
• Procurement to finance
• Negotiating and Contracting qualified suppliers
• Maintaining an up to date directory of all suppliers, their contacts, a brief on their products/services and on the status of any agreements entered into.
• Supplier onboarding:Ensure that all suppliers have opened accounts for the company with a minimum credit period of 30 days.
• Build and develop good relationships with key suppliers to ensure best value for money and customer satisfaction with services provided
• Monitor trends in supplier and contract base and propose / implement plans to respond to such trends.

Procurement & Stock Control function

• Sourcing of quality products from suppliers.
• Communicating with the sourcing department to confirm on availability of products and the options available.
• Ensuring that Purchase requests are clearly articulated approved and recorded as per the established procedures.
• Ensure that all purchases have been issued with a purchase order.
• Receive invoices from supplier, verify that amounts tally with the LPO issued, the goods delivered.
• Keeping requesting officers properly informed on the status and progress of all requests/orders made and dealing with any changes or clarifications as required.
• Monitor, respond and assist with any supplier enquiries.
• Ensure that all suppliers pricing information is up to date and well recorded.
• Conduct price research for all prices to ensure that the companies cost of purchase is within acceptable trends.
• Receive products from supplier and hand them over to stores as per the stipulated procedure.
• Ensure that the products received are those ordered and the quality and quantity is as expected.
• Monitor the stock utilization by the departments and control wastage.
• Ensure that daily stock take is done for all spaces and cafes
• Ensure that the monthly stock take is done and completed every last day of the month and the reported handed over to management by the 5th of every month.
• Any other duties assigned from time to time

ORGANIZATIONAL ALIGNMENT

• Reports to the Chief Finance Officer

QUALIFICATIONS

Academic Qualifications

• Degree in Purchasing & Supplies
• Minimum 4 years’ hospitality and office Procurement environment experience.

Skills and Knowledge Requirement

• Materials Handling experience commensurate with duties and responsibilities of the position
• Able to manage day-to-day and routine responsibilities
• Easy to contact and to communicate and work with
• Exhibits a sense of urgency when necessary
• Possess excellent communication and interpersonal skills
• Ability to issue and explain good instructions
• Understanding of the proper use of Work Orders, priorities and schedules
• Ability to work in a team environment, fully supporting the goals and objectives of the sales, maintenance and operations efforts
• Demonstrated sense of accountability and decisiveness
• Intellectually curious, proactively seeking and developing new opportunities
• Organized, detail oriented and deadline driven