Procurement Officer

We are seeking an experienced and detail-oriented Procurement Officer to join our team. The Procurement Officer will manage all procurement activities for the school ensuring that purchasing processes are efficient, cost-effective, and aligned with the school's strategic goals. This role is crucial in supporting the school's operational needs while adhering to budgetary constraints.

Key Responsibilities:

1. Procurement Strategy and Planning:
   1. Develop, implement, and maintain procurement policies and procedures that align with the school's goals.
   2. Collaborate with department heads to assess and forecast their procurement needs ensuring alignment with academic programs and operational requirements.
   3. Analyze market trends and identify opportunities for cost savings and efficiency improvements.
2. Supplier Management:
   1. Research, identify, and evaluate potential suppliers ensuring they meet ICS quality and ethical standards.
   2. Establish and maintain strong relationships with suppliers negotiating contracts to ensure the best possible terms and pricing.
   3. Conduct regular supplier performance reviews to assess quality, delivery, and service levels.
3. Contract Management:
   1. Negotiate, prepare, and execute contracts with suppliers ensuring compliance with legal and regulatory requirements.
   2. Monitor contract performance and manage contract renewals and terminations as necessary.
   3. Address any issues or disputes related to contracts in a timely manner.
4. Procurement Process Management:
   1. Oversee the entire procurement cycle including requisition approval, purchase order creation, and delivery confirmation.
   2. Ensure the timely and accurate processing of purchase orders tracking order status and resolving any discrepancies with suppliers.
   3. Maintain a comprehensive procurement database to track purchases, supplier information, and contract details.
5. Inventory Control:
   1. Monitor inventory levels for all school supplies, educational materials, and equipment ensuring adequate stock levels while minimizing waste.
   2. Collaborate with relevant departments to forecast future inventory needs and develop strategies to meet those needs efficiently.
6. Budgeting and Cost Management:
   1. Assist in the preparation and management of the procurement budget tracking expenditures and ensuring compliance with budgetary limits.
   2. Analyze procurement data to identify trends, cost-saving opportunities, and areas for improvement.
   3. Prepare regular reports for management on procurement activities, budget adherence, and supplier performance.
7. Market Research and Analysis:
   1. Stay updated on market conditions, pricing trends, and new products relevant to the educational sector.
   2. Conduct competitive analysis to ensure that the school is receiving the best value for its purchases.
   3. Research best practices in procurement and supply chain management recommending improvements as needed.
8. Collaboration and Communication:
   1. Work closely with internal stakeholders to ensure their procurement needs are met effectively and efficiently.
   2. Provide training and support to staff on procurement processes and best practices.
   3. Foster effective communication with suppliers and internal teams to ensure smooth procurement operations and address any issues that arise.

Requirements

Qualifications:

1. Bachelor's degree in Business Administration, Supply Chain Management, or a related field with School Experience is a Must.
2. A minimum of three (3) years of experience in procurement or supply chain management preferably in an educational or nonprofit environment.
3. Strong negotiation and interpersonal skills with a proven ability to build and maintain supplier relationships.
4. Excellent analytical and problem-solving skills with a keen attention to detail.
5. Proficient in procurement software, ERP systems, and Microsoft Office Suite.
6. Strong communication skills in English; knowledge of additional languages is an advantage.
7. Knowledge of procurement regulations and compliance standards.

Benefits