Job Purpose

Handle and optimize the procurement process by ensuring accurate issuance and amendment of purchase orders, sourcing reputable suppliers, and overseeing contract execution and compliance with organizational policies.

Position Accountability Description

Operational Excellence
1. Coordinate the issuance of purchase orders, ensuring that deliveries align with contract terms and
conditions, and monitor delivery schedules and quality.
2. Ensure that purchase requests meet all requirements and are fully approved by relevant stakeholders in
accordance with the Delegation of Authority (DOA).
3. Conduct sourcing activities to identify reputable suppliers and vendors for tactical purchases,
maintaining an up-to-date supplier database.
4. Oversee the release of purchase orders against contracts, ensuring terms are met and coordinating with
suppliers on order details and delivery schedules.
5. Perform day-to-day procurement operations, including processing purchase requisitions (PRs) and
purchase orders (POs), and managing invoices while ensuring compliance with company policies.
6. Review and endorse supplier change requests, including variations and penalties, ensuring financial
deductions are applied per DOA and communicated effectively.
7. Create detailed purchase orders, reconcile dates and quantities with approved quotations, handle
amendments to purchase orders, and ensure adjustments pass required approval processes before
forwarding amended orders to suppliers.
8. Validate contract requisitions to ensure all requirements are covered and fully approved by stakeholders per DOA.
9. Oversee and monitor contract execution and performance, addressing issues and ensuring suppliers
meet contractual obligations and performance standards.
10. Maintain ongoing relationships with suppliers to ensure timely delivery, quality of goods, and resolve any
issues related to procurement.

Position Accountability Description

Collaboration & Stakeholder Engagement
11. Work collaboratively with team members by sharing knowledge, providing support, and actively
participating in team activities to foster a positive and productive work environment.
12. Communicate with internal stakeholders to gather feedback on procurement processes and address any concerns or requirements related to purchasing.

Innovation and Continuous Improvement
13. Recommend and implement process improvements in procurement operations, focusing on streamlining tasks and enhancing overall efficiency.
14. Keep abreast of emerging trends and technologies in procurement and supply chain management, proposing innovative solutions to improve purchasing practices.

Reporting & Documentation
15. Create and analyse reports on procurement activities, including purchase order status, supplier performance, and compliance with contract terms, providing actionable insights for decision-making.
16. Ensure comprehensive documentation of procurement processes, including purchase orders, supplier agreements, and contract modifications, to ensure clarity and consistency.

Team Collaboration & Continuous Learning
17. Foster a collaborative environment within the purchasing team by sharing knowledge, providing support, and participating in team activities to build a cohesive and productive work culture.
18. Pursue continuous learning opportunities by seeking feedback, attending training sessions, and staying updated on industry trends to enhance skills and professional growth.

Minimum Job Requirements

Competencies