Specialist Procurement

Job Objective

To coordinate and execute all procurement requests and activities by liaising with vendors, suppliers and internal customers to overcome and resolve procurement challenges or bottlenecks within the procurement cycle and thus ensure required procurement is done as per specification in the most cost effective way.

Key Accountabilities

General Responsibilities

Policies, Systems, Processes & Procedures

• Lead the effective implementation of Procurement Department policies, procedures and controls covering all areas of assigned department activity so that all relevant procedural/legislative requirements, fulfilled while delivering a quality, cost-effective service.

Continuous Improvement

• Lead the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Job Specific Responsibilities

Procurement Support

• Follow the procedures established by the procurement section, managing suitable precise procedures for logging procurement information onto the system, to maintain a high level of quality, ensuring accuracy of recording and filing.
• Build robust partnerships and business relationships with current and potential suppliers and service providers to ensure that obtains the best combination of benefit and cost.
• Review and identify variances or deviations in contract performance, reporting nonconformities to the procurement section to take corrective action, minimizing all possible disparities.
• Maintain the documents, files, and contracts in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Ensure that procurement needs, requirements and relevant product specifications from the involved departments are properly captured.
• Assist in conducting frequent evaluations of the vendors prices, reliability, adherence to the contractual agreements and undertake necessary actions.
• Confirm registered and pre-qualified suppliers are evaluated and assessed to meet internal performance targets and criteria.
• Supervise the continuous review of pending orders that have met or overrun their original delivery date to expedite delivery while keeping procurement section informed.
• Prepare and review purchasing files, reports and price lists, comparing prices, specifications, and delivery dates to determine the best bid among potential suppliers, maintaining a database of all relevant data.
• Check shipments upon arrival, to ensure that orders have been filled correctly and that goods meet the desired specifications and are in good conditions, accepting or returning the order accordingly.
• Review requisition orders to verify accuracy, terminology, and specifications.
• Gather purchasing requirements from other functions, ensuring clarity and proper documentation, determining if inventory quantities are sufficient for needs, ordering more materials when necessary.
• Calculate costs of orders, and charge or forward invoices to appropriate accounts.
• Analyse vendor performance based on the inputs of contract and achievement of the contract obligations to identify the most suitable vendors for any potential work involvement in the future.

Awareness Support

• Preserve awareness of market developments in purchasing techniques, product technology and supply market activity to stay up to date, identifying and exploiting commercial opportunities.
• Maintain knowledge of all organizational and governmental rules affecting purchases and provide information about these rules to the procurement team and to vendors, to stay informed and up to date regarding any changes that might occur.
• Contribute to the effective resolution of complex purchasing problems with an appreciation of the cost-effectiveness of solutions.
• Liaise with the Legal function to ensure that all purchasing related processes and documents are in line with the applicable legal framework to best protect interests.

Qualifications and Experience

• Bachelors degree in Business Administration, Finance, Legal or any other related field.
• 8 years of relevant experience in Supply Chain, with focus on Procurement.