Procurement personnel

The Procurement Officer is responsible for sourcing, purchasing, and managing the supply of goods and services required for the organization’s operations. This role ensures that all purchases are cost-effective, delivered on time, and meet quality standards, while maintaining strong vendor relationships and adhering to company policies.

Key Responsibilities

1. Purchasing & Sourcing

Identify reliable suppliers and evaluate their products, prices, and delivery capabilities.

Request and review quotations to ensure competitive pricing.

Negotiate prices, terms, and contracts to obtain the best procurement value.

Prepare and process purchase orders in accordance with policies and procedures.

2. Vendor Management

Maintain a database of approved suppliers and vendors.

Evaluate supplier performance regularly (quality, delivery, pricing).

Resolve issues relating to delivery delays, shortages, or quality concerns.

Build long-term, professional relationships with vendors.

3. Inventory & Stock Coordination

Monitor stock levels and work closely with the store / warehouse to identify purchase needs.

Ensure timely replenishment of consumables, materials, and equipment.

Track deliveries and ensure all supplies are received in good condition.

4. Cost Control & Budget Compliance

Ensure purchases align with approved budgets.

Analyze price trends to identify cost-saving opportunities.

Prevent unnecessary purchases and reduce operational waste.

5. Documentation & Reporting

Maintain accurate records of purchases, pricing, and supplier contracts.

Prepare weekly and monthly procurement reports.

Ensure compliance with internal audit requirements and procurement standards.

Qualifications & Requirements

Bachelor’s degree in Procurement, Business Administration, Logistics, Supply Chain Management, or related field.

Minimum of 1–3 years experience in procurement or supply chain (hotel experience is an added advantage).

Strong negotiation, communication, and analytical skills.

Proficiency in Microsoft Office (Excel, Word).

Knowledge of procurement software and inventory systems is a plus.

High level of integrity, accountability, and attention to detail.

Key Competencies

Strong organizational and planning skills

Ability to multitask in a fast-paced environment

Good interpersonal and vendor-management skills

Problem-solving and decision-making ability

Cost-conscious and quality-focused mindset