Procurement Specialist Job

Job Description

OVERVIEW

Job Title

Specialist

Job Code

591336

Grade

I2

Group

CEO Office

Division

Finance

Department

Procurement & Contract

Unit

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ROLE PURPOSE

The aim is to state the overall significance of the job from the organization’s perspective.

The role exists to execute procurement activities and sourcing processes while ensuring timely acquisition of goods and services, maintaining strong supplier relationships, supporting contract administration, and optimizing procurement value in compliance with organizational policies, quality standards, and business requirements.

KEY ACCOUNTABILITIES & ACTIVITIES

This section describes the principal outputs required from the job.

Key Accountabilities

Key Activities

1. Procurement Planning & Sourcing

• Support the development and execution of procurement plans aligned with business needs.
• Analyze procurement requirements and recommend suitable sourcing approaches.
• Evaluate sourcing options considering cost, quality, and delivery requirements.

2. Vendor Management & Qualification

• Identify, evaluate, and qualify suppliers based on organizational requirements.
• Maintain supplier records and qualification documentation.
• Support vendor classification and onboarding activities.

3. Supplier Relationship Management

• Establish and maintain professional relationships with suppliers.
• Facilitate communication between suppliers and internal stakeholders.
• Address supplier inquiries and coordinate issue resolution.

4. Tendering & Evaluation

• Support RFQ/RFP preparation and issuance.
• Evaluate supplier proposals against technical and commercial requirements.
• Participate in negotiations to secure favorable terms and pricing.

5. Purchase Order Management

• Prepare and issue purchase orders in accordance with approved requests.
• Ensure procurement documentation is complete and accurate.
• Follow up with suppliers to ensure timely delivery of goods and services.

6. Contract Administration Support

• Assist in the preparation and administration of supplier contracts.
• Monitor contract validity, renewals, and amendments.
• Maintain contract records and documentation repository.

7. Stakeholder Coordination & Advisory

• Coordinate with internal departments to understand procurement requirements.
• Provide guidance on procurement processes and best practices.
• Assist stakeholders in defining procurement specifications and requirements.

8. Procurement Operations & Compliance Monitoring

• Monitor supplier performance related to quality, delivery, and responsiveness.
• Support procurement reporting and performance tracking.
• Ensure compliance with procurement policies and local content requirements.

9. Policies, Processes & Procedures

• Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
• Comply with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

10. Information Security

• Comply with all relevant information security practices and standards to ensure data integrity and confidentiality.

JOB SPECIFICATIONS

Academic and professional qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.

Years and Nature of Experience

• 2–4 years of experience in procurement, sourcing, contracts, or supply chain operations.
• Good understanding of procurement policies, contract administration, and commercial practices.

VERSION TRACKING

Prepared by:

First review by:

Approved by:

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