DUTIES AND RESPONSIBILITIES

Coordination of Procurement Processes

• Receive all incoming requisitions and co-ordinate the flow in an effective and efficient manner using the laid down procedures.
• Follow up with suppliers on the sourcing process to ensure timely delivery to end user.
• Maintain an updated supplier’s database.
• Prepare LPOs and send them to suppliers.

Tender Processes

• Assist in preparation of tender documents and soliciting of tender/quotations.
• Assist in the establishment of appropriate frameworks to enable improved organizational efficiency.
• Carry out analysis of quotations and prepare relevant reports.

Internal and External Relations

• Assist in fostering good business relationships between suppliers and internal customers.
• Answer incoming queries regarding outstanding procurement requests.
• Preparing reports for the Tender Committee.

Contract Management

• Assist in managing contracts with suppliers of goods and services.
• Assist in risk analysis of contract conditions, costs and sub-contracts.
• Prepare donor reports on procurement matters.

Filing and documentation

• Responsible for filling registry of purchases related documents.
• Develop various reports as required by the department and users.

Tender Committee reports

• Prepare monthly reports for tender committee approvals (through minutes and via emails).

Preparation of RFQs and quotations analysis

• Prepare RFQs for PRs raised on a daily basis.
• Prepare quotations analysis for quotations received for Procurement Officer’s approval.

Taking of evaluation minutes and tender openings

• Prepare tender opening and evaluation minutes as assigned and ensure they are duly signed by the participants.

Disposal of assets reports

• Prepare reports/minutes for disposal of used motor-vehicles and assorted items as and when assigned.

Others

• Any other duty that may be assigned by the supervisor.

Qualifications

Education and Experience

• Bachelor of Commerce or Business Management – Procurement & Logistics Option.
• Should be a member of KISM.