Junior Procurement Officer

Key Responsibilities1. Procurement SupportResponsibilities

• Receive and review procurement requisitions from various departments.
• Source quotations from approved suppliers.
• Compare supplier quotations based on price, quality, delivery timelines, and payment terms.
• Prepare procurement summaries and recommendations for approval.
• Assist in supplier negotiations under the guidance of the Procurement Manager.
• Follow up on approved purchases to ensure timely delivery.

KPIs

• Procurement requests processed within agreed timelines.
• Minimum three quotations obtained for significant purchases.
• Timely submission of procurement recommendations.

2. Purchase Order ProcessingResponsibilities

• Prepare Purchase Orders (POs) in the ERP system.
• Ensure all purchase orders are properly approved before issuance.
• Send approved purchase orders to suppliers.
• Track order status and provide updates to requesting departments.
• Maintain accurate PO records and filing systems.

KPIs

• 100% accuracy in purchase order preparation.
• Zero unauthorized purchase orders issued.
• Purchase orders processed within 24 hours of approval.

3. Supplier CoordinationResponsibilities

• Maintain regular communication with suppliers regarding orders and deliveries.
• Follow up on outstanding deliveries.
• Resolve minor supplier issues relating to orders and deliveries.
• Assist in updating supplier databases and contact information.
• Maintain positive supplier relationships.

KPIs

• Timely supplier communication maintained.
• Accurate supplier database records.
• Reduced supplier delivery delays through effective follow-up.

4. Inventory & Store CoordinationResponsibilities

• Work closely with stores and inventory personnel to monitor stock levels.
• Assist in identifying items requiring replenishment.
• Verify goods received against purchase orders and delivery notes.
• Ensure procurement activities support uninterrupted operations.

KPIs

• Timely replenishment of stock items.
• Accurate matching of purchase orders and received goods.
• Minimal stock shortages resulting from procurement delays.

5. ERP System Data ManagementResponsibilities

• Record procurement transactions accurately in the ERP system.
• Create and maintain supplier profiles in the system.
• Update purchase records and supplier information.
• Generate procurement-related reports as required.
• Ensure procurement records are complete and accurate.
• Maintain accurate inventory and procurement data within the ERP system.

KPIs

• 100% procurement transactions are recorded in the ERP system.
• Accurate supplier records are maintained.
• Timely generation of procurement reports.
• Zero major data entry errors affecting procurement operations.

6. Documentation & Record KeepingResponsibilities

• Maintain procurement files and supporting documentation.
• Ensure proper filing of:QuotationsPurchase OrdersDelivery NotesSupplier InvoicesGoods Received Notes (GRNs)
• Ensure procurement records are easily retrievable for audits.

KPIs

• 100% procurement documents are properly filed.
• Zero major audit findings related to procurement documentation.
• Procurement records updated promptly.

7. Compliance & Internal ControlsResponsibilities

• Adhere to company procurement policies and procedures.
• Ensure procurement activities follow approved authorization levels.
• Support procurement audits and compliance reviews.
• Report any procurement irregularities to management.

KPIs

• 100% compliance with procurement procedures.
• Zero unauthorized purchases.
• Full cooperation during audits and reviews.

QualificationsEducation

• Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Logistics, Business Administration, Commerce, or a related field.

Professional Qualifications

• Membership or registration with a relevant procurement professional body is an added advantage.

Experience

• Experience using ERP systems is highly preferred.

Required Skills & Competencies

• Knowledge of procurement procedures.
• Proficiency in ERP systems.
• Strong negotiation and communication skills.
• Good organizational and time-management skills.
• Attention to detail and accuracy.
• Ability to maintain procurement records and reports.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Integrity and professionalism.
• Ability to work under minimal supervision.

Performance Expectations

The Junior Procurement Officer is expected to:

• Ensure timely procurement of goods and services.
• Maintain accurate procurement records in the ERP system.
• Support cost-effective purchasing decisions.
• Build positive supplier relationships.
• Ensure compliance with company procurement procedures.
• Contribute to smooth operational and production activities through efficient procurement support.