Procurement Associate

Job Overview:

• We are seeking an experienced and proactive Procurement Officer to join our team on a full-time capacity. The successful candidate will be responsible for managing the procurement of goods and services, ensuring that the company’s operational needs are met efficiently and cost-effectively. The Procurement Officer will oversee the procurement process, negotiate with suppliers, and ensure compliance with company policies and regulations.

Key Responsibilities: 

Supplier Management: 

• Identify, evaluate, and select suppliers based on quality, cost, and reliability. 
• Establish and maintain strong relationships with suppliers and negotiate contracts to secure favourable terms. 
• Monitor supplier performance and resolve any issues or discrepancies.
• Ensure all service providers sign the statement of ethical adherence
• Centralisation of all service providers' KYC Documents 
• Centralisation of all contract terms and conditions 

Procurement Process: 

• Enhance and implement procurement strategies to meet the company’s needs. 
• Follow up with Key stakeholders for the requisition note approval
• Ensure Timely approval of LPOS by the Key stakeholder 
• Track and manage orders to ensure timely delivery and address any delays or issues promptly. 
• Ensure sufficient toiletries and breakfast items are in place
• Ensure up-to-date Vendor’s database and KYC are promptly updated in the ERP 
• Continuous improvements of the ERP to fully support procurements ○ Ensure Timely allocation of the shared requisition license 
• New staff onboarding on the procurement process 
• Bi-annual staff re-onboarding on the procurement process 
• Liaise with vendors to ensure Tim’s Compliant invoices are submitted promptly after service delivery 
• Validation of service delivery 

Cost Management: 

• Analyze market trends and identify opportunities for cost savings. ○ Negotiate prices and terms with suppliers to achieve the best possible deals. 
• Monitor and manage procurement budgets and expenditures. 4. Stock Management: 
• Collaborate with Marketing, space and people teams to monitor stock levels and forecast demand. 
• Conduct regular inventory audits and ensure accurate record-keeping for all assets 
• Develop strategies to optimize inventory levels and minimize excess or shortages. 

Compliance and Risk Management: 

• Ensure all procurement activities comply with company policies, legal regulations, and ethical standards. 
• Identify and mitigate risks associated with the supply chain. ○ Maintain accurate procurement documentation and records. ○ Work closely with the Space and People team for timely insurance renewals 

Reporting and Analysis: 

• Prepare and present regular reports on procurement activities, supplier performance, and cost savings. 
• Analyze procurement data to identify trends and make informed decisions.
• Provide insights and recommendations to improve procurement processes and strategies. 

Collaboration and Support: 

• Work closely with internal departments such as Finance, Operations, and Marketing to understand their procurement needs and provide support. ○ Assist in the development and implementation of procurement policies and procedures. 
• Participate in cross-functional teams and projects to drive continuous improvement in the procurement function. 

Asset Management 

• Work closely with the Student Support team to ensure all laptops are accounted for, and reconciliation for any discrepancy is done. There should be quarterly laptop counts 
• Work closely with the Facility team to ensure Furniture and Fittings are accounted for and well-labelled for identification purposes. There should be Bi-annual furniture and fittings counts, and any discrepancy accounted for 
• Work closely with the accounts team to ensure a proper reconciliation between the assets in the ERP and the Physical register are aligned
• Travel and accommodation: Work closely with the staff travelling for travel arrangements and accommodation as per the travel policy 

Any other duty allocated from time to time 

Academic Qualifications: 

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

Key Competencies 

• Building and managing relationships with all stakeholders 
• Time Management to ensure procurement needs are closed promptly
• Strong negotiation skills to ensure Moringa gets value for money
• Risk Management to minimize exposures while dealing with stakeholders
• Ability to adapt to change 
• Growth Mindset
• Ability to work independently and manage multiple tasks simultaneously.

Preferred Qualifications: 

• 2-4 years' experience in procurement 
• Accounting or Finance Background 
• Professional certification such as CIPS Chartered Institute of Procurement & Supply or CPSM Certified Professional in Supply Management is a plus.
• Experience with ERP systems 

Work Environment: 

• This position may require occasional travel to meet with suppliers and attend industry events. 
• Ability to work in a fast-paced environment and manage multiple priorities.