Job Description
Reporting To : Procurement Manager
Responsibilities
Procurement Policies and Procedures
• Assist in reviewing and updating the SFA Foundation procurement policy.
• Support the development of Standard Operating Procedures (SOPs) and workflows.
• Conduct sensitisation sessions for SFA Foundation staff to ensure understanding of the procurement policy.
• Ensure proper constitution of ad hoc procurement committees for timely and consistent decision-making.
Supplier / Vendor management
• Maintain positive relationships with SFA Foundation suppliers.
• Manage the selection and registration of suppliers in the organization’s system.
• Participate in the prequalification process for suppliers.
• Implement the Approved Vendor List and conduct supplier performance appraisals.
• Address supplier queries and complaints, escalating issues when necessary.
• Ensure timely approval and support for submitted invoices.
Tender Process Management
• Develop tender documents and obtain necessary approvals.
• Advertise and receive proposals, formulating ad hoc committees when required.
• Conduct tender analysis, monitoring, and reporting for competitive cost analysis.
• Lead tender negotiations with selected bidders and debrief unsuccessful bidders.
• Coordinate the implementation of tender committee recommendations and decisions
• Sourcing
Review and act on requisitions from users promptly.
• Identify and contact required vendors for RFQs, RFP, and EOI submissions.
• Conduct market surveys for cost-effective proposals and day-to-day operations.
• Provide guidance to users on the appropriate procurement methods as per the procurement policy.
• Prepare bid analysis reports and lead negotiations with selected bidders.
• Handle goods and works receipt, inspection, and acceptance.
• Provide feedback to vendors.
Contracts Administration
• Seeking approval for fully reviewed contract as per the contract approval workflow.
• Sharing contracts with vendors for execution.
• Processing of Local Purchase orders (LPOs) in the procurement system (NetSuite) and sharing fully approved LPOs to vendors to facilitate delivery.
• Enforce service agreements with vendors and ensure timely renewals and terminations.
Risk Management
• Identification of potential risks / red flags to the SFA Foundation and escalating to the relevant oversight authority.
• Ensure implementation of approval matrix as provided by the policy and ensure segregation of duties.
• Supporting internal and external audits of the procurement processes and implementing audit recommendations.
Procurement Training
• Collaborate with the Procurement Manager to identify the procurement training needs.
• Conduct induction of new staff.
• Sensitisation of staff on provisions in the procurement policy and SOPs
Reporting
• Assist in preparing quarterly procurement reports and ad hoc reports as needed.
• Follow up on invoices from vendors and reconcile vendor statements.
• Facilitate VAT exemption application process by obtaining Tax Compliance Certificates and ETR receipts.
• Generate Goods Received Note (GRN) and perform a three-way match for finance payment.
Asset disposal
• Provide technical guidance and prepare reports on asset disposal activities.
• Guide on cost-effective asset disposal methods in accordance with policies and regulations.
System Implementation and Support
• Support users in the implementation of the Procurement System (NetSuite) and escalate issues to the Procurement Manager.
• Conduct training for users on the procurement system and ensure continuous improvement of the system.
Qualifications – Academic and Professional
• A minimum of a bachelor’s degree in business administration, supply chain management, or related field from a recognized institution.
• Must be a CIPS/KISM member
• A minimum of Five (5) years of relevant experience.