Procurement Officers

1. Job Summary We are seeking a proactive, organised, and detail-oriented Procurement Officer to manage purchasing activities, identify reliable suppliers, negotiate competitive prices, and ensure the timely acquisition of quality goods and services at the best possible value. The successful candidate will be responsible for sourcing suppliers, preparing purchase orders, evaluating quotations, monitoring deliveries, maintaining procurement records, and ensuring compliance with organisational procurement policies and applicable regulations.

2. Key Responsibilities / Job Description A. Procurement Planning Receive and review purchase requisitions from departments. Confirm that requests are properly authorised and align with approved budgets. Prepare procurement plans and purchasing schedules based on operational needs. Coordinate with relevant departments to determine specifications, quantities, and delivery timelines. Prioritise urgent purchases while maintaining established procurement procedures. B. Supplier Sourcing and Management Identify, evaluate, and maintain a database of suitable suppliers. Request quotations, proposals, and tenders from qualified suppliers. Compare supplier prices, quality, delivery schedules, warranties, and payment terms. Conduct supplier due diligence and verify relevant business documentation. Develop and maintain professional relationships with suppliers. Monitor supplier performance and recommend improvements or alternative suppliers where necessary. C. Purchasing and Order Processing Prepare and issue purchase orders after the required approvals. Negotiate prices, discounts, delivery terms, and other contractual conditions. Ensure purchased goods and services meet approved specifications. Follow up on outstanding orders and communicate delivery updates to requesting departments. Verify that purchases are supported by appropriate documentation and authorisation. Ensure procurement activities offer value for money and meet operational requirements. D. Receiving and Delivery Coordination Coordinate with stores, warehouses, and requesting departments to confirm deliveries. Verify delivered goods against purchase orders, delivery notes, and invoices. Follow up on shortages, damaged goods, incorrect deliveries, and supplier delays. Ensure discrepancies are documented and resolved promptly. Coordinate the return or replacement of defective or non-compliant items. E. Cost Control and Negotiation Obtain competitive quotations and negotiate favourable purchasing terms. Monitor market prices and identify opportunities for cost savings. Compare total purchasing costs, including transport, delivery, maintenance, and other relevant charges. Monitor procurement expenditure against approved budgets. Recommend cost-effective alternatives without compromising quality or operational requirements. F. Contract and Supplier Performance Management Maintain supplier contracts, agreements, quotations, and supporting records. Monitor contract expiry dates, renewal requirements, and supplier obligations. Track supplier performance against agreed quality, cost, and delivery standards. Escalate recurring supplier problems and contractual disputes. Support contract negotiations and renewals in accordance with internal procedures. G. Procurement Records and Reporting Maintain accurate records of purchase requisitions, quotations, purchase orders, and deliveries. Prepare periodic procurement reports covering expenditure, savings, pending orders, and supplier performance. Maintain an organised audit trail for procurement transactions. Assist with procurement budget preparation and expenditure monitoring. Provide supporting documentation for internal and external audits. H. Compliance and Ethical Procurement Follow the organisation's procurement policies, approval limits, and purchasing procedures. Ensure transparency, fairness, and accountability throughout the procurement process. Declare potential conflicts of interest and avoid unauthorised benefits from suppliers. Protect confidential supplier quotations and commercial information. Report suspected fraud, collusion, overpricing, or procurement irregularities. Comply with applicable procurement laws and regulations relevant to the organisation. 3. Academic and Professional Qualifications A minimum of a diploma in Procurement and Supply Chain Management, Purchasing and Supplies Management, Logistics, or a related field. A bachelor's degree in Procurement, Supply Chain Management, Logistics, Business Administration, or a related discipline is an added advantage. Professional qualifications in procurement and supply chain management are desirable. For positions in Kenya, membership or registration with the relevant professional body, where applicable to the role, is an advantage. Good knowledge of purchasing procedures, supplier evaluation, inventory coordination, and contract administration. Computer proficiency, particularly Microsoft Excel, Word, email, and procurement or ERP systems. 4. Experience Requirements At least 1–3 years of relevant experience in procurement, purchasing, supply chain, logistics, or stores operations is preferred. Experience obtaining and comparing supplier quotations. Practical experience preparing purchase orders and following up on deliveries. Experience negotiating prices and managing supplier relationships. Familiarity with procurement documentation, inventory coordination, and expenditure reporting. Experience using procurement software or ERP systems is an added advantage. Candidates with relevant qualifications and strong organisational skills may be considered for entry-level positions. 5. Required Skills and Competencies Strong negotiation and supplier-management skills. Excellent planning, organisation, and time-management abilities. Good numerical and analytical skills. Attention to detail when reviewing quotations, specifications, and purchase orders. Strong communication and interpersonal skills. Ability to compare prices and evaluate value for money. Proficiency in Microsoft Excel and procurement systems. High levels of integrity, accountability, and professionalism. Ability to work under pressure and meet purchasing deadlines. Good problem-solving and decision-making skills. 6. Personal Attributes The ideal candidate should be trustworthy, proactive, disciplined, cost-conscious, organised, and committed to maintaining ethical procurement practices while supporting the organisation's operational objectives. 7. Key Performance Indicators (KPIs) Performance may be assessed using the following measures: Timeliness of procurement and delivery. Savings achieved through effective sourcing and negotiation. Compliance with procurement policies and approval procedures. Supplier quality and on-time delivery performance. Accuracy and completeness of procurement documentation. Procurement expenditure against approved budgets. Reduction in emergency purchases and supply interruptions. Resolution time for supplier and delivery issues. Value for money achieved on purchased goods and services. 8. How to Apply Interested and qualified candidates should submit an updated CV, copies of relevant academic and professional certificates, and contact details for referees through registering account on https://jobs.helaworkskenya.co.ke. Application Deadline: To be specified. Only shortlisted candidates will be contacted.