Procurement Officer

Procurement Officer

JOB PURPOSE

The Procurement Officer is required to support the planning and execution of the procurement and disposal function, to provide guidance, advice and support. This position is to ensure that all the procurement processes are effective, efficient, and ethical to provide the best possible value to the Company. This Officer is also responsible for coordinating the disposal of personal property and significant procurement actions involving the acquisition of goods and or services in both low and high risk supply categories.

 KEY RESPONSIBILITIES:

• Prepare RFQs and obtain quotations as requested from end user departments or as required for stock replenishment.
• Negotiate terms and conditions of supply.
• Resolve all discrepancies between Purchase Order, Delivery Note and Invoices.
• Develop and maintain a vendor database.
• Prepares and contributes to the formulation of the procurement and disposal strategic plan.
• Participates in the development and management of the procurement and disposal projects to support the achievement of the objectives stated in the procurement and disposal strategic plan.
• Implementation of procurement and disposal activities to ensure that suppliers and contractors are in compliance with the Public Procurement and Disposal of Property Act.
• Develops the implementation of the performance management system related to public procurement and disposal at the company.
• Collaborates with departments to develop RFQs/ RFPs/ Tender documents
• Oversees the activities involved in the implementation of measures to identify and prevent fraudulent practices.
• Oversees the maintenance of the public procurement database of the company which is linked to the centralized database of the Office of Procurement Regulation (OPR).
• Develops procurement and disposal related training and information programmes consultation with the Senior Procurement Officer (SPO).
• Provides advice, guidance and support on procurement and disposal issues, pertaining to the interpretation and application of relevant legislation, policies, procedures, rules and regulations.
• Develop and maintains relevant procurement and disposal procedural manuals and other procurement and disposal tools
• Do a weekly status report on work to the department Team Lead/ Named Procurement Officer.
• Perform other related duties to support the achievement of the company’s goals and objectives.
• Identify and promote the business need for risk management in procurement
• Be fully conversant with a range of contract strategies that can be applied when setting up contracts to achieve best value in meeting organizational objectives.
• Ensures that the budget for the procurement has been confirmed prior to commencing a solicitation process.
•  Files documentation on contract delivery on original procurement file including a simple contract close-out report from the Contract Manager.

• Degree in Business Administration, Supply Chain, Industrial Engineering, Law
• CIPS – Level 4 (or higher) Diploma in Procurement Supply.
• At least 5 years in similar position, preferably in the power generation industry.
• Experience in Public Procurement and Disposal of Public Property would be an asset.

• Considerable knowledge of the principles, practices, methods and techniques of Public Procurement and Disposal Management.
•  Considerable knowledge of legislation, policies, procedures, rules and regulations related to Public Procurement and Disposal Management.
•  Knowledge of research methods, principles and techniques.
•  Knowledge of supply market operations.
•  Knowledge of relevant computer applications, including E-procurement.
•  Basic knowledge of the principles of fraud detection.
•  Excellent verbal and written communication.
•  Knowledge of procurement methods and techniques.
•  Solid knowledge and ability to interpret legislation, policies, procedures and regulations related to public procurement and basic knowledge of principles of fraud detection.
•  Relevant training requirements for quality, safety and environment for purchases.
•  Good relationship skills, customer focused (internal stakeholders).
•  Strong and clear verbal/written communication skills with ability to communicate at all levels.
•  Very good negotiation skills being able to bring win-win solutions.
•  Integrity and confidentiality.
•  Good understanding of commercial terms and conditions.
•  Knowledge of techniques, processes and supply activities.
•  Attention to detail and analytical skills to analyse and evaluate data and identify trends in procurement.
•  Excellent organisational and time management skills.
•  Ability to interpret and solve problems, namely supply disruptions and quality related issues.
•  Team player and strong collaboration skills.
•  Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and knowledge of relevant apps (E-procurement; Maximo).