ROLE PURPOSE

To run the procurement paperwork, portal and storage functions end-to-end sourcing documentation, purchase orders, goods receipt, vendor records, and procurement storage so that every purchase is documented, traceable and audit-ready. This is a procurement-specific administrative role: the Officer executes the paperwork and records; vendor meetings and negotiation are handled exclusively by the Operations Director.

ORGANISATIONAL POSITION & AUTHORITY BOUNDARY

The Procurement Officer reports to the Operations Director and is the sole procurement administrator.

AUTHORITY BOUNDARY: the Officer does NOT meet vendors or negotiate. All vendor meetings, price negotiation and commercial decisions rest exclusively with the Operations Director. The Officer prepares documentation, processes the portal workflow, manages procurement storage, and keeps records executing and reporting, not deciding commercial terms.

KEY RESPONSIBILITIES

3.1 Procurement portal & paperwork

• Process purchase requests through the procurement portal: receive approved requests, prepare requisition-to-PO documentation, and track status.
• Prepare the Comparative Analysis / quotation comparison documents for the OD’s review (the OD negotiates and decides).
• Issue purchase orders per the approved decision; maintain the LPO-before-delivery gate (no delivery without an LPO).
• Maintain the 3-quote rule documentation and the threshold-ladder paperwork (direct / quotes / portal / competitive).

3.2 Goods receipt & delivery records

• Process goods receipt notes (GRN) on delivery; verify against the PO; record quality checks and rejections.
• Maintain the 3-way match (PO / GRN / invoice) records for Finance’s verification.
• Track on-time delivery and defect rates per vendor.

3.3 Vendor register & documentation

• Maintain the central vendor register and rate cards (maintenance materials, stationery, cleaning, food, utilities, transport).
• Collect and file vendor compliance documents (TIN, trade licence, eFRIS ability) and route new vendors through legal review.
• Send vendor notifications (winners + unsuccessful) by email within the agreed window email only, no WhatsApp procurement.

3.4 Procurement storage & stock

• Manage procurement storage: receive, register, store and issue procured items with signed records.
• Maintain stock levels; never out of stock for more than 2 days; two-bin reorder for critical consumables.
• Keep the storage area organised and auditable.

3.5 AP handover & records

• Prepare complete portal packs for Finance so the 48h AP verification is achievable; track promised payment dates.
• Keep all procurement records (quotes, POs, GRNs, invoices, vendor files) audit-ready and retrievable.
• Maintain email-only procurement discipline; no procurement decisions or records via WhatsApp.

3.6 Reporting

• Produce the monthly procurement report to the OD by the 3rd working day: savings, vendor list, SUM, LPO compliance, stock.
• Report realised vs avoided savings as documented by the OD’s negotiated outcomes.

• Process purchase requests through the procurement portal: receive approved requests, prepare requisition-to-PO documentation, and track status.
• Prepare the Comparative Analysis / quotation comparison documents for the OD’s review (the OD negotiates and decides).
• Issue purchase orders per the approved decision; maintain the LPO-before-delivery gate (no delivery without an LPO).
• Maintain the 3-quote rule documentation and the threshold-ladder paperwork (direct / quotes / portal / competitive).
• Process goods receipt notes (GRN) on delivery; verify against the PO; record quality checks and rejections.
• Maintain the 3-way match (PO / GRN / invoice) records for Finance’s verification.
• Track on-time delivery and defect rates per vendor.
• Maintain the central vendor register and rate cards (maintenance materials, stationery, cleaning, food, utilities, transport).
• Collect and file vendor compliance documents (TIN, trade licence, eFRIS ability) and route new vendors through legal review.
• Send vendor notifications (winners + unsuccessful) by email within the agreed window email only, no WhatsApp procurement.
• Manage procurement storage: receive, register, store and issue procured items with signed records.
• Maintain stock levels; never out of stock for more than 2 days; two-bin reorder for critical consumables.
• Keep the storage area organised and auditable.
• Prepare complete portal packs for Finance so the 48h AP verification is achievable; track promised payment dates.
• Keep all procurement records (quotes, POs, GRNs, invoices, vendor files) audit-ready and retrievable.
• Maintain email-only procurement discipline; no procurement decisions or records via WhatsApp.
• Produce the monthly procurement report to the OD by the 3rd working day: savings, vendor list, SUM, LPO compliance, stock.
• Report realised vs avoided savings as documented by the OD’s negotiated outcomes.

• Procurement paperwork
• Procurement portal management
• Sourcing documentation
• Purchase orders
• Goods receipt processing
• Vendor records management
• Procurement storage
• Comparative Analysis document preparation
• Goods receipt notes (GRN) processing
• 3-way match (PO/GRN/invoice) record maintenance
• Vendor register maintenance
• Vendor compliance document management
• Email communication
• Stock level maintenance
• Record keeping
• Reporting

• Ability to run procurement paperwork, portal and storage functions end-to-end.
• Ability to manage sourcing documentation, purchase orders, goods receipt, vendor records, and procurement storage.
• Ability to ensure every purchase is documented, traceable and audit-ready.
• Ability to process purchase requests through the procurement portal.
• Ability to prepare requisition-to-PO documentation.
• Ability to track status of purchase requests.
• Ability to prepare Comparative Analysis / quotation comparison documents.
• Ability to issue purchase orders.
• Ability to maintain the LPO-before-delivery gate.
• Ability to maintain 3-quote rule documentation and threshold-ladder paperwork.
• Ability to process goods receipt notes (GRN) on delivery.
• Ability to verify goods receipt notes against POs.
• Ability to record quality checks and rejections.
• Ability to maintain 3-way match (PO / GRN / invoice) records.
• Ability to track on-time delivery and defect rates per vendor.
• Ability to maintain the central vendor register and rate cards.
• Ability to collect and file vendor compliance documents.
• Ability to route new vendors through legal review.
• Ability to send vendor notifications by email.
• Ability to manage procurement storage: receive, register, store and issue procured items with signed records.
• Ability to maintain stock levels; never out of stock for more than 2 days; two-bin reorder for critical consumables.
• Ability to keep the storage area organised and auditable.
• Ability to prepare complete portal packs for Finance.
• Ability to track promised payment dates.
• Ability to keep all procurement records audit-ready and retrievable.
• Ability to maintain email-only procurement discipline.
• Ability to produce the monthly procurement report to the OD by the 3rd working day.
• Ability to report realised vs avoided savings.