Procurement Officer

The Procurement Officer will be responsible for sourcing, purchasing, and managing the supply of raw materials, paints, hardware products, building materials, packaging materials, and related inventory required for the smooth operation of the organisation. The role requires a highly organized and analytical professional with proven experience in a hardware, paints, construction materials, or building products environment.

Key Responsibilities

1. Procurement and Purchasing

• Source and procure paints, hardware products, building materials, raw materials, packaging materials, and other operational supplies.
• Obtain quotations, evaluate suppliers, negotiate prices, and secure the best value for the company.
• Prepare and process purchase orders in accordance with company procurement policies.
• Ensure timely delivery of goods and services to avoid stock shortages and operational disruptions.
• Monitor market trends, pricing movements, and availability of products to support cost-effective purchasing decisions.
• Identify alternative suppliers and products to improve procurement efficiency and reduce costs.

2. Documentation and Compliance

• Maintain accurate procurement records, supplier contracts, purchase orders, delivery notes, invoices, and related documentation.
• Ensure all procurement activities comply with company policies, regulatory requirements, and audit standards.
• Verify supplier documentation, licenses, tax compliance certificates, and contractual obligations.
• Support internal and external audits by providing procurement documentation and reports as required.

3. Inventory Management and Planning

• Work closely with stores, production, sales, and finance teams to forecast inventory requirements.
• Monitor stock levels and initiate replenishment orders to maintain optimal inventory levels.
• Analyze inventory movement and consumption trends to minimize stock-outs, overstocking, and obsolete inventory.
• Participate in stock counts, inventory reconciliations, and periodic stock audits.
• Develop procurement plans aligned with production schedules and sales forecasts.

4. Vendor Management

• Develop and maintain strong relationships with suppliers and service providers.
• Evaluate supplier performance based on quality, pricing, reliability, delivery timelines, and service levels.
• Conduct supplier assessments and recommend approved suppliers.
• Resolve supplier-related issues including quality concerns, delivery delays, and pricing disputes.
• Negotiate favorable terms and conditions while maintaining long-term supplier partnerships.

5. Analysis and Continuous Improvement

• Analyze procurement data to identify cost-saving opportunities and process improvements.
• Prepare supplier comparison analyses and procurement recommendations.
• Monitor procurement KPIs including cost savings, supplier performance, lead times, and inventory turnover.
• Recommend improvements in procurement systems, processes, and controls.
• Support strategic sourcing initiatives and cost reduction programs.

6. Relationship Management

• Collaborate with production, sales, stores, finance, logistics, and management teams to understand procurement requirements.
• Ensure effective communication between suppliers and internal stakeholders.
• Build and maintain professional relationships that support business growth and operational efficiency.
• Represent the company professionally during supplier meetings, negotiations, and industry engagements.

7. Reporting

• Prepare weekly and monthly procurement reports.
• Generate reports on supplier performance, inventory levels, procurement spend, and cost savings.
• Provide management with procurement forecasts and market intelligence reports.
• Track and report procurement KPIs and procurement budget performance.
• Present procurement updates and recommendations to management when required.

Qualifications and Experience

• Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supplies Management, Business Administration, Logistics, or a related field.
• Professional qualification such as CIPS, KISM, CPSP(K), or equivalent will be an added advantage.
• Minimum of 3–5 years' experience in procurement within a hardware, paints, construction materials, manufacturing, or building materials environment.
• Demonstrated experience sourcing paints, hardware products, building materials, and related inventory.
• Strong negotiation, analytical, and supplier management skills.
• Proficiency in ERP systems and Microsoft Office applications, particularly Excel.
• Excellent communication, reporting, and relationship management skills.

Key Competencies

• Strategic Sourcing
• Negotiation and Cost Management
• Inventory Planning and Control
• Supplier Relationship Management
• Data Analysis and Reporting
• Attention to Detail
• Integrity and Compliance
• Problem Solving and Decision Making
• Time Management and Organization
• Teamwork and Collaboration