The Procurement Officer is responsible for the procurement of all necessary goods and services for the company including office supplies, office furniture, IT equipment, packaging, uniforms, safety gear and staffing services related to operations and facilities. This will ensure that procurement activities are conducted efficiently and productively in line with the company’s policy, legal guidelines, cost savings, compliance and timeliness of buying and deliveries. Additionally the holder drives vendor management and fostering strong and long-term supplier relationships. Reports to the Procurement & Records Manager.

Key Responsibilities:

1. Procurement Planning and Strategy:

• Develop and implement comprehensive procurement strategies for various categories, including office supplies, furniture, IT, equipment, vehicles, uniforms and operational, IT, office and staffing requirements.

• Maintain a procurement budget and identify opportunities for cost savings, strategic sourcing, and process improvements.

2. Supplier and Vendor Management:

• Identify, evaluate and select suppliers for office supplies, office furniture, IT equipment and other materials/tools.

• Negotiate favourable terms, prices and delivery schedules with suppliers across all procurement categories.

• Build and maintain strong and long-term relationships with suppliers and vendors to ensure consistent service quality and competitive pricing.

• Monitor supplier performance, resolving issues related to quality, delivery and customer service to maintain smooth operations.

• Manage vendor contracts ensuring compliance with company standards and driving value for money performance.

3. Procurement Operations:

• Source, request and purchase offers for office supplies, furniture, IT equipment, uniforms, safety gear and packaging materials.

• Coordinate with internal departments to ensure that procurement needs for office supplies, furniture, and IT equipment are met in a timely manner.

• Ensure that all procurement of office furniture and office supplies aligns with organizational needs and priorities, including quality and price minimizing costs/efficiencies.

• Manage the procurement process for logistics-related services including sourcing of transport solutions, safety equipment and operational tools.

• Oversee the logistics of delivering and setting up office furniture ensuring quality and correct installation.

4. Inventory and Equipment Management:

• Oversee the management and procurement of critical office supplies including packaging, stationery, cleaning materials and other office-related consumables.

• Manage office furniture inventory ensuring it is aligned with future business needs and risk of loss or over/understock is minimized.

• Maintain accurate records of IT equipment including laptops, desktops, tablets, phones, printers and scanners.

• Collaborate with the IT department for equipment maintenance, repair, and upgrades.

5. Office Supplies and Furniture Procurement:

• Issue purchase orders for office supplies, furniture, office equipment and services based on needs and internal workflow process.

• Verify the accuracy and completeness of procurement requests, confirm approval and match orders and other supporting documents.

• Collaborate with functional teams to ensure that office furniture and supply requirements are met in a timely and cost-effective manner.

6. Staffing and Logistics Services Procurement:

• Support Human Capital department and operations to procure staffing-related services including recruitment agencies, training providers and transportation services for logistics teams.

• Procure uniforms, safety equipment and other necessary items for new hires.

• Ensure timely procurement of materials to support operational needs and the day-to-day requirements.

7. Compliance and Risk Management:

• Ensure all procurement activities comply with legal, government and internal policies, including health and safety regulations in office chemicals.

• Monitor and track all relevant procurement process and policy issues to avoid legal implications and ensure sustainability with cost.

• Check the value of office furniture: IT equipment and supplies to comply with local regulations and promote sustainability and value.

8. Reporting and Documentation:

• Maintain accurate records of all procurement activities including purchase orders, invoices, delivery notes, supplier agreements and contracts.

• Prepare and submit periodic procurement reports to management highlighting expenditure, supplier performance, risks and cost savings opportunities.

• Assist with preparing procurement forecasts and budgets for various categories, ensuring financial goals are met.

9. Collaboration and Coordination:

• Work closely with other departments such as HR, Operations, IT, and Facilities to understand and anticipate their needs and provide solutions.

• Collaborate with the procurement & IT departments to ensure procurement and proper allocation of office furniture meets company requirements.

Key Performance Indicators:

1. Achieve a target cost reduction of 5% in office supplies, office furniture and IT equipment spend categories through value-driven sourcing and supplier negotiation.

2. Ensure 100% of procurement orders (including office supplies, furniture, IT equipment, uniforms & delivery materials and services) are delivered accurately and on time, with all supporting documentation in place.

3. Ensure 100% contract compliance with all office supplies, furniture and services vendors.

4. Ensure the company’s office supplies, furniture, IT equipment and uniforms inventory is accurately tracked, maintained and reconciled monthly.

5. Reduce issue time of procurement approval within 24 hours for less complex and critical purchases.

6. Ensure all procurement documentation is accurate, up to date, and prepared for audit compliance at all times.

7. Ensure 100% of office supplies and services are procured from vetted and approved vendors to minimize organization risk and improve value for money.