The Procurement Specialist plays a critical role in the procurement process of goods and services for the organization. This role involves collaborating with various departments, vendors, and legal teams to ensure the efficient and compliant acquisition of necessary resources. The specialist is responsible for managing the entire procurement lifecycle, from identifying needs and sourcing suppliers to negotiating contracts and monitoring vendor performance.

Key Responsibilities:

Requirement Identification:

• Collaborate with internal departments to understand their procurement needs.
• Analyze and define the specifications and requirements for goods and services.
• Participates in the procure-to-pay procedures for assigned procurement category.

Supplier Sourcing:

• Research and identify potential suppliers and vendors.
• Evaluate supplier capabilities, financial stability, and reputation.
• Solicit and review bids, proposals, and quotations.
• Implements category specific procurement approaches in alignment with the group’s approved policies and procedures.

Tendering Process:

• Liaises with end-user departments and other stakeholders during the pre-tendering stage to support in defining required specifications and accordingly produce budgetary estimates.
• Supports the development of procurement (tendering) documents for the selected services.
• Develop the tendering process, including creating tender documents and request for proposals.
• Advertise tenders and solicit bids from qualified suppliers.
• Coordinate pre-bid meetings and respond to supplier inquiries during the bidding period.

Negotiation:

• Negotiate pricing, terms, and conditions with suppliers to achieve favorable agreements.
• Ensure cost-effectiveness while maintaining quality standards.

Contract Development:

• Draft, review, and finalize procurement contracts and agreements.
• Ensure contracts align with legal and regulatory requirements.
• Address clauses related to delivery, payment terms, warranties, and dispute resolution.
• Handle breach of contracts in a timely manner
• Serve as the main liaison with outside contracting representatives.

Contract Management:

• Prepares purchase orders and updates them if needed.
• Expedites purchase orders if requested and required.
• Reviews requisitions for completeness, correctness, and clarity.
• Monitor contract performance to ensure vendors adhere to agreed-upon terms.
• Manage contract modifications, extensions, and renewals.
• Mitigate risks and resolve issues that may arise during the contract period.

Compliance:

• Ensure procurement processes comply with organizational policies and relevant regulations.
• Maintain accurate records of procurement activities, contracts, and correspondence.

Vendor Relationship Management:

• Foster positive relationships with vendors and suppliers.
• Address vendor concerns, provide feedback, and evaluate vendor performance.

Market Research:

• Supports market research to ensure availability of required products and services and develops sourcing plans accordingly.
• Stay informed about industry trends, market conditions, and emerging procurement practices.
• Recommend improvements to procurement strategies based on research findings.

Reporting:

• Prepare and present procurement reports to management as required.
• Provide insights on cost savings, vendor performance, and procurement metrics.

Requirements:

• Bachelor’s degree in business administration, or related field.
• 10+ Years relevant procurement experience in a large setting/ semi-government companies.
• Relevant certification and/or training in procurement or supply chain.
• CIPS or similar certification.
• Knowledge of trade terminology, marketing practices, pricing methods, shipping procedures etc.
• Procurement category knowledge and working experience.
• Knowledge of both local and global sources of supply.
• Demonstrated ability in extracting reports from ERP systems and performing analysis.
• Demonstrated ability to establish and maintain good working relations with the end users and suppliers.
• Excellent communication skills - both verbal and written.
• Proficiency with Microsoft Office suite.
• Fluency in written and spoken English.
• Resilient, adaptive, forward thinking, and inclusive.
• Good organizational skills.
• Work independently with a degree of responsibility.
• Builds positive relationships and works with colleagues to understand and respond to issues.
• Investigate and provide solutions to issues, incidents, and problems.
• Ability to effectively prioritize and multi-task in a fast-paced environment.