JOB SUMMARY

The main duties of a procurement manager include preparing purchase orders, responding

to customer and supplier inquiries, reviewing requisition orders to verify accuracy,

specifications and terminology, and comparing prices, specifications and delivery dates to

determine the best bid among potential suppliers. The procurement manager must also

prepare, maintain and review purchasing files, report price lists, track the status of

requisitions, contracts and orders, locate suppliers, approve bills for payment, monitor

contractor performance, calculate the cost of orders, charge or forward invoices to the

appropriate accounts

For the company, the job of the of Procurement specifically entails sourcing and

purchasing goods and services for the company according to its available budget and

agreed terms/specifications with client. Procurement managers process requests for

purchases from ‘customers’ and compiles and prepares reports and verifies information or

data.

KEY PERFORMANCE INDICATORS.

 Ensure better quality of supplies and services

 Ensure timeliness of delivery of services and supplies

 Effective Cost management (Cost reduction)

 Obtaining volume discounts

 Maintain effective payment terms with suppliers

 Contribute to improved margins

SKILLS

As Procurement Manager you must have good computer skills, communication skills,

decision-making skills, management skills, interpersonal skills and interpretation skills.

You should be familiar with the computer since you will use it to enter, access and

retrieve data, additionally you must be familiar with user-friendly procurement

software.

You must communicate effectively with supervisors and coworkers. You must be able to

process information in the form of computing financial data, compiling information for

financial reports and verifying data from invoices.

Strong Planning, Organizing, and Financial background, budgeting, team building,

strong market awareness, attention to detail, problem solving and decision-making

skills will be required of you.

JOB DESCRIPTION DETAILS

 You will be required to interview prospective suppliers either face-to-face or over the phone to check prices.

 You will be required to put together spreadsheets with price comparisons and other information about each prospective supplier in order to make the selection.

  Review Client cost along with the operations cost to ascertain correctness and accuracy of the budget and to confirm the rates are realistic and achievable

before budget goes to client.

 Receive purchase requests form. (PRF)

 Process requisitions for Supplies

 Call for quotes from preferred suppliers list

 Negotiate and agree price with supplier and issue LPO

 Manage budgets by ensuring that the Purchase Request Form agrees with the signed off/approved budget before calling for quotes

 Follow up to obtain Job Completion Report – (JCR)

 Match invoice with LPO in Quick Books

 Follow up with suppliers concerning delivery times.

 Remind/advise treasury on due payments and or surcharge

 Visit activation/event venue occasionally for service and quality control.

 Oversee the management of suppliers and recommend to management any changes which might be beneficial.

 Ensure the company meets all commitments to its suppliers and insist that suppliers meet all contractual commitments to the company.

 Quarterly review of suppliers

 Build rate card over a period of time with the regular suppliers

 Build a comprehensive supplier database, containing key and relevant data

 Educate all staff on procurement process and enforce its application

 Conduct market survey occasionally to ensure the company is abreast with current trends and market rate.

 Complete the Procurement section of monthly SACC (Self-Assessment Control

Check).

 Maintain records of PRF and Vendor registration forms.

 Assist the client service team negotiate rates with clients

 Clearly demonstrate cost savings in the procurement process

 Design stores control process

 Oversee the implementation of the store control process

 Ensure adequate inventory mechanisms and processes is in place for all stores

 Ensure adequate tracking of goods received in store, goods dispatched and general usage of such goods