Procurement Officer                                                                                                

Reports To:                       Chief Operations Officer

Responsible For:               Procurement Assistant, Clerical Assistant/Buyer

Location:                            Finance & Administration

Job Grade:                         E

Job Summary                                                 

The Procurement Officer is EPOS’s designated Procurement Officer responsible for managing the procurement department and reporting directly to the COO. This role involves overseeing, planning, and coordinating all procurement and payment processes to ensure timely supplier selection, cost-effective order fulfilment, and compliance with corporate standards.

Key Duties                                                      

Supervisory/Management:

• Contributes to the development of the annual Corporate and Operational work plan and budget. Assigns and monitors the execution of tasks accordingly.
• Contributes to the development of related Corporate Policy, operating standards, and procedures.
• Sets and reviews work unit performance standards and targets, in alignment with the Department’s
• objectives.
• Completes performance appraisals and makes recommendations for staff training and development, leave administration, and disciplinary action, as required.Develops and aligns the Procurement Strategy with the Company’s Annual Work Plan and Budget in consultation with the Projects Manager and other Line Management.
• Co-ordinates the conduct and evaluation of tenders, ensuring process transparency.Establishes and reviews criteria for the pre-qualification, selection, and performance evaluation of contractors and suppliers, in consultation with the Projects Manager and other Line Management.

• Develops and maintains master listings in accordance with Company and regulatory requirements.
• Verifies and validates data entries to ensure accuracy, completeness, and processing compliance.
• Receives, analyzes, tracks, and converts purchase requisitions to orders, or oversees same.
• Tracks, expedites, and receives orders to ensure timely, accurate, and complete delivery.
• Investigates and resolves errors and discrepancies in entries, documentation, and deliveries.Monitors and maintains inventory at appropriate levels to support business continuity. Plans and co- ordinates or participates in the conduct of inventory audits and asset disposals.
• Maintains good supplier relations. Monitors trends and undertakes research to source and/or assess the quality, availability, and cost of goods, services, and suppliers.
• Conducts tender briefings, contractor orientations, and site visits. Monitors and tracks the completion of work and verifies compliance with contract specifications.
• Provides data, analytics, and status reports to support decision-making and compliance reporting.
• Provides advice and guidance to Management and staff on Procurement policies and procedures.
• Represents the Company at negotiations, meetings, and forums on procurement matters.
• Reviews the effectiveness of and satisfaction with procurement procedures and practices and makes or recommends improvements.