Procurement Officer

The University is seeking a detail-oriented and highly motivated individual for the position of Procurement Officer. Reporting to the Registrar, this role is responsible for overseeing and managing all purchasing activities, assessing products, services and suppliers, negotiating contracts and ensuring that the University adheres to established procurement policies, procedures, and regulatory guidelines. The successful candidate will work closely with all Departments in the university to ensure that approved purchases are timeously processed, are of a sufficient quality and are cost-efficient.

• A Bachelor’s degree in Procurement/ Supply Chain Management or Purchasing and Supply.
• A Master’s Degree in these disciplines is an added advantage.
• Professional certification in procurement (e.g., CIPS).

• At least 5 years of experience in procurement, supply chain management, or a related role. Experience of working in an academic or faith-based environment is an added advantage.
• Experience of relationship management.
• Experience in risk management.
• Proficiency in procurement software and technologies.
• Experience of supply chain management.
• Recent experience in warehousing.
• Experience of inventory management.
• Experience of warehouse management.

• Ability to uphold oneself with a high degree of honesty and integrity.
• Excellent oral and written communication skills.
• Ability to forecast trends in procurement and supply chain management.
• Well-developed negotiation and time-management skills.
• The ability to employ strategic thinking in procurement.
• Effective analytical and problem-solving abilities.
• Ability to work independently and as part of a team.
• Impeccable attention to detail.
• Commitment to continuing professional development.
• Flexibility to work outside normal working hours.

• Assessing products, services, and suppliers.
• Ensuring that all procurement work is done in accordance with the University’s policies.
• Developing viable and cost-effective procurement strategies.
• Communicating the value of strategic sourcing and procurement to key stakeholders within the university.
• Developing and maintaining business relationships.
• Working with key procurement software and systems.
• Evaluating existing procurement policies and procedures and updating accordingly.
• Evaluating and selecting chosen suppliers using set criteria.
• Attending trade/exhibition shows, interviewing vendors and visiting supply plants/distribution centres.
• Negotiating various contracts with vendors on quality, price and delivery.
• Keeping track of all goods and services ordered and received with a comprehensive inventory.
• Creating purchase orders.
• Calculating all order costs and evaluating invoices for accuracy.
• Preparing and updating reports, records and pricing lists.
• Working with other teams for cross-departmental work.

• Ensuring compliance with the procurement policy and regulations.
• Ensuring compliance with the values of professionalism, accountability and ethical standards.
• Maintaining up-to-date records of procurement activities.
• Identifying and mitigating risks related to the procurement process, including potential delays or cost overruns.

• Developing and maintaining strong working relationships with suppliers to ensure effective communication and cooperation.
• Negotiating prices with suppliers, ensuring favourable terms for the University.

• Preparing regular reports on procurement activities, expenditure, and supplier performance for review by management.
• Maintaining accurate records of all transactions, ensuring transparency and accountability.

• Working with the Creditors Departments and other units of the university to ensure that all procurement activities are within budgetary constraints and fully compliant with the Standard Operating Procedures (SOPs).
• Monitoring spending and suggesting cost-saving opportunities while ensuring the quality of goods and services procured.

• Contributing to the…