Procurement Coordinator (Grade 3)

The Procurement Coordinator supports the Procurement Officer/ Team Lead in managing supplier listings, coordinating the tender processes, evaluating quotations, preparing purchase orders, and ensuring seamless communication among internal stakeholders.

Our client is onboarding a Procurement Coordinator Grade 3 in the POS area for a 3-year contract.

Job Summary
The Procurement Coordinator supports the Procurement Officer/ Team Lead in managing supplier listings, coordinating the tender processes, evaluating quotations, preparing purchase orders, and ensuring seamless communication among internal stakeholders.

Job Summary:

• Prepare and maintain a comprehensive listing of qualified suppliers as per the Office of Procurement Regulation (OPR).
• Compile a listing of suppliers pending approval on the OPR Depository and submit them to the Procurement Officer/ Team Lead for evaluation and approval.
• Review internal memos and Request for Tenders (RFTs) received from various departments as assigned by the Procurement Officer.
• Ensure all necessary documents for the processing of internal memos and RFTs are collected and organized.
• Prepare Request for Quotation (RFQ) for internal memos and issue to relevant suppliers.
• Prepare tender documents and distribute them to potential suppliers.
• Evaluate quotations and tenders received from suppliers.
• Prepare comprehensive evaluation reports for review and approval.
• Coordinate with departments to ensure alignment on procurement needs.
• Compare and evaluate quotations based on predefined criteria.
• Prepare purchase orders based on approved quotations and tenders.
• Coordinate with suppliers to ensure timely delivery and compliance with contract terms.
• Verify and submit all relevant documents to the Contract Administrator for the preparation of letters of award and contracts for suppliers.
• Receive and verify supplier invoices.
• Verify invoices and supporting documents for payment processing.
• Prepare weekly status reports on all internal memos and RFTs for review by the Procurement Officer/ Team Lead.
• Provide regular updates to internal stakeholders regarding the status of internal memos and tender progress.
• Perform any other related duties that may be given by the Procurement Officer.

Job Requirements

• Bachelor’s degree in Business Administration, Supply Chain Management or related field.
• Advanced Diploma in Procurement and Supply (CIPS) or equivalent Procurement Certification
• At least four (4) years’ experience in a Procurement environment.
• Working knowledge of Public Sector Procurement and strong knowledge of Procurement Laws and Regulations

Job Competencies:

• Negotiation
• Effective Communication Skills (written, oral and interpersonal)
• Teamwork and Collaboration
• Organizational Skills
• Customer Service
• Relationship Management
• Problem Solving
• Analytical Skills
• Detail oriented

Skills/Knowledge/Abilities

• Strong knowledge and understanding of Procurement Act, procurement principles and practices.
• High ethical conduct and integrity.
• Considerable knowledge of accounting practices and procedures.
• Proficient in Microsoft Office.
• Ability to exercise good judgement.
• Ability to exercise initiative.
• Ability to organize workload, adapt quickly to change.
• e Ability to maintain confidentiality and integrity in the performance of duties.
• Ability to communicate at any level of the organization.
• Ability to build trust, credibility and effective working relationships with all levels of staff within the Company