Implements the company procurement policy and the fundamental procurement principles.
Ensures purchase requests (PR’s) are adequately informative and complete on receipt, advises requesting unit on specifications, prices, availability and other procurement matters as required.
Proactively provides feedbacks for requesting unit/person on urgent PR’s as required.
Carries out procurements as per the approved budget and purchase requests and procedures
Prepares invitation to bids (in any), develops bid documents for both open and restricted tendering procedures based on user unit’s specifications, and submit to the procurement coordinator and then to Procurement Endorsing Committee(if any) for ultimate approval.
Performs bid analysis, prepares purchase orders, submits for approval and follows up the receiving process while inspecting the compliance of purchased items against the predefined specifications and/or samples before receiving.
Works closely with Finance Department to process payment of all invoices received from vendors; ensures the completeness of each bid document and ensures that all supporting documents are attached with the payment request before passing it to the Finance Department.
Regularly updates the procurement documentations and reports the status of all ongoing procurements on weekly basis as required.
Drafts procurement contracts in accordance with the Procurement Endorsing Committee’s and/or legal adviser recommendation and approval for ultimate award to a selected/recommended bidder.
Assists and/or advises user departments for better understanding and planning of procurement needs, development of specification and how to match this with the government Procurement Policy.
Assists in designing, implementation and management of effective procurement data management system which is capable to capture or record key regular procurement activities and generating reports as required.
Assess and research potential vendors
Maintain a list of prime suppliers with all the necessary details and track whenever required.
Compare and evaluate offers from suppliers
Negotiate contract terms of agreement and pricing
Track orders and ensure timely delivery
Review quality of purchased products
Enter order details (e.g. vendors, quantities, prices) into internal databases (if any).
Maintain updated records of purchased products, delivery information and invoices
Prepare reports on purchases, including cost analyses
Performs other related activities as ordered by the immediate supervisor.
Job Requirement
BA Degree in Management or Accounting or Economics or Procurement & Supply Management with a minimum of 8 years relevant experience of which at least 4 years in supervisory position.