Procurement Officer

Management/Administrative Responsibilities

• Maintains inventory for all office supplies (i.e. stationery, cleaning agents, kitchen supplies etc.); 
• Updates Asset Register monthly; 
• Updates Contracts Register monthly; 
• Prepares Quarterly Contracts Report and submit to Procurement Manager by last Friday of each quarter (March, June, September and December); 
• Prepares Requests for Quotations (RFQ) and evaluate quotations received;
• Submit procurement report on the 3rd Monday of each month to the Procurement Manager; 
• Assists with the preparation of tender documents, evaluation reports and contract documents; 
• Prepares letters/memos as directed by the Procurement Manager; Conduct research for potential vendors; 
• Monitor stock levels and place orders as needed; 
• Research potential vendors and suppliers; 
• Assist to request quotes and compare prices for maximum ROI; 
• Examine and review products and supplies to ensure quality; 
• Assist to track incoming inventory, delivery arrival time, and note actual arrival time; 
• Organize and update database of suppliers, delivery times, invoices, and quantity of supplies; 
• Work with team Procurement Manager to develop future purchasing plans and source potential relationships with vendors; 
• Analyze potential vendors and suppliers for future project needs; 
• Ensure all deliveries contain all goods requested; 
• Collaborate with financial team members on contracts, invoicing, and other financial matters.
• Performs any other related functions assigned by the Procurement Manager from time to time. 

Required Skills & Competence

• Working knowledge of the Finance Administration and Audit Act 
• Sound knowledge of GoJ procurement regulations, policies and procedures and familiarity with funding agency requirements 
• Sound knowledge of purchasing principles and practices related to industrial and volume buying 
• Sound knowledge of inventory management including the analysis of stock movements and establishment of re-order levels 
• Sound negotiating skills 
• Sound knowledge of Microsoft Word and Excel and relevant database software
• Familiarity with procurement procedures and methods of major international funding agencies. 

Minimum Required Qualification and Experience 

• Diploma in Business Management, Procurement Management or its equivalent to the related field from a recognized institution 
• At least two (2) years’ experience in Procurement or Business Administration
• Excellent verbal and written communication skills 
• Proficiency in Microsoft Word, Excel, PowerPoint and Access 

Please note that the title of the position MUST be included in the subject and only shortlisted applicants will be contacted.