1. Procurement Management

- Lead end-to-end procurement activities including vendor identification, RFQ issuance, bid evaluation, and order placement.

- Prepare detailed techno-commercial comparisons for both local and international procurement.

- Obtain management approvals for procurement exceeding defined financial thresholds (e.g., USD 50,000 or as per company policy).

- Review and authorize Purchase Orders (POs) ensuring accuracy of specifications, quantities, pricing, and delivery timelines.

- Coordinate third-party inspections (e.g., BIVAC or equivalent) where required.

- Monitor vendor performance and ensure timely delivery of materials.

- Track shipments and maintain procurement status reports.

- Conduct price negotiations and develop cost-saving strategies.

2. Stores & Inventory Management

- Oversee warehouse and store operations ensuring safe and efficient handling of materials.

- Ensure timely preparation and clearance of Goods Receipt Notes (GRNs).

- Implement systems for material identification, storage, and traceability.

- Coordinate return and replacement of damaged or non-conforming materials.

- Maintain optimum inventory levels and minimize material losses.

- Implement standard operating procedures (SOPs) for stores management.

3. Financial Coordination

- Support procurement-related financial planning and budgeting.

- Prepare weekly and monthly cash flow forecasts aligned with procurement schedules.

- Coordinate clearance of Goods-in-Transit (GIT) invoices.

- Ensure timely invoice processing and submission of complete supporting documents.

- Monitor procurement spending against approved budgets.

4. Logistics & Supply Chain Coordination

- Coordinate shipment planning, documentation, and inspection activities.

- Track inbound and outbound shipments to ensure timely delivery.

- Liaise with freight forwarders, inspection agencies, and customs authorities.

- Resolve logistics-related issues to minimize delivery delays.

- Maintain supply chain visibility and reporting.

5. Vendor Management

- Develop and maintain a reliable vendor database.

- Evaluate vendor performance based on quality, delivery, and cost.

- Conduct periodic vendor reviews and implement improvement actions.

- Establish long-term strategic relationships with key suppliers.

- Ensure vendor compliance with contractual and regulatory requirements.

6. Team Leadership & Development

- Lead procurement, stores, and logistics teams across project locations.

- Identify training needs and organize capability development programs.

- Conduct knowledge-sharing sessions and promote best practices.

- Set team objectives and monitor performance against defined KPIs.

- Foster a culture of accountability, collaboration, and continuous improvement.

7. Strategic Procurement & Compliance

- Develop procurement strategies aligned with project timelines and business objectives.

- Identify opportunities for cost optimization and process improvements.

- Ensure compliance with procurement policies and statutory requirements.

- Drive digitization and system improvements within procurement and stores operations.

- Support audits by maintaining accurate documentation and records.

Key Performance Indicators (KPIs)

The performance of the role holder will be evaluated based on:

1. On-time procurement delivery (%)

2. Procurement cost savings achieved (%)

3. Vendor performance rating

4. Inventory accuracy (%)

5. Reduction in procurement lead time

6. Compliance with procurement policies

7. GRN processing turnaround time

8. Cash flow forecast accuracy

9. Logistics delivery performance

10. Team productivity and development outcomes

Required Skills & Competencies

Technical Skills

- Procurement and contract management

- Vendor negotiation and sourcing

- Inventory and warehouse management

- Logistics and shipment coordination

- Cost analysis and budgeting

- ERP systems (SAP / Oracle / similar platforms)

- Knowledge of import/export documentation

- Familiarity with inspection processes (e.g., BIVAC)

Behavioural Competencies

- Leadership and team management

- Strategic thinking

- Strong negotiation skills

- Decision-making ability

- Problem-solving mindset

- Effective communication skills

- Attention to detail

- Time management and planning