Summary
Date Posted: Thursday, June 02, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Procurement Officer

Reports To Finance Manager
JOB SUMMARY
To maximize the benefits of KHL’s strategic contracts and supplier partnerships; source and procure goods and services on behalf of the organization from partnered and contracted suppliers, ensuring that all purchases meet specifications, pricing and quality, are delivered on time, in full and accurately invoiced against the approved purchase order.

Main Responsibilities
• Ensure that all purchasing, and disposal activities are conducted in accordance with KHL purchasing policies.
• Understand and apply the benefits of contracted agreements with preferred suppliers in all purchasing activities to maximize savings, consolidate spend and reduce deliveries and invoices.
• Source and place orders correctly for all centralized KHL goods and services to meet operational requirements for the KHL and client events.
• In consultation with the storekeeper, ensure stocked goods par levels are adequately maintained, in a well-organized manner and replenished ensuring continuous supply.
• Maximize use of electronic ordering functionality with suppliers through the computerized stock control system.
• Report immediately any supply chain or delivery issues that may compromise the supply of goods or services to the Finance Manager.
• Maximize the use of the KHL buying power and local producers through supplier consolidation and rationalization without compromising quality and that all goods sourced are in accordance with specifications and pricing parameters.
• Achieve best price per unit on goods and services using strategic partnerships, negotiation skills and persuasion.
• Report supplier non conformances in contracted terms to Finance Manager including out of date, out of temperature and not to specification.
• Ensure goods received to KHL match the purchase order requirements in terms of pricing, quantity, and quality reporting non conformances.
• Identify opportunities to test market for pricing and product substitutions to achieve cost savings while still meeting product specifications.
• Ensure all procurement activities conducted within delegations of authority and that appropriate approvals have been provided prior to issuing purchase order for good
• Ensure that all goods sourced and delivered from contracted suppliers meet specifications and fixed contracted pricing.
• Ensure all stock consumption is accurately documented and recorded for each function in the computerized stock control system.
• Identify changes in costs of goods and services and provide monthly reports to Finance Manager and Management accountant on product volumes, price fluctuations and supply chain issues.
• Ensure that all product specification sheets are maintained accurately and that KHL menus and recipes are entered into the system.
• Maximize Cost of Goods control through the use of contracted priced items and provided advice to Finance Manager on opportunities to increase contracted items or suppliers.
• In consultation with Storekeeper, monitor par stock levels and values in freezers, dry store and stores to ensure adequate stock on hand for event requirements and that adjustment is made for seasonal changes.
• Ensure appropriate storeroom planning through supplier and product management to negate instances of emergency purchases.
• Assist with regular stock takes and ensuring that variances are reported.
• Assist Finance Manager by providing operational information in relation to supplier performance, quality, compliance to specifications and pricing.
• Assist in sourcing and obtaining quotes for approved goods and services for the KHL ensuring that specifications are communicated, and appropriate procurement methods are used.
• Prepare and complete procurement documentation including expenditure authority and tender documents and distribute to market sources for quoting.
• Minimize unnecessary energy use in Procurement storage areas and serveries.
• Pursue environmentally responsible alternatives for product stock lines where financially and operationally feasible.
• Encourage efficient use of resources to minimize waste.
• Look for opportunities to re-use and recycle items
• Perform any other duties that may be assigned to you by Finance Manager and management

Key Deliverables
• Adherence to minimum working hours as per contract i.e. 48 hours per week
• Provide timely monthly and quarterly procurement reports.
• Timely ordering and replenishing of stock to avoid stock outs and interruption of business.
• Ensure quick turnaround time of procuring drugs and sundries.
• Adherence to minimum reorder levels
• Adherence to internal control on stocks
• Submit a Quarterly market price survey for all drugs and sundries.

Critical Success Factors For The Job
Qualifications & Certifications
• A bachelor’s degree of Procurement
• Professional certification courses like CIPS are an added advantage
• A minimum of 3 year working experience in a similar field is required.

Essential Capabilities
• Excellent verbal and written communication skills.
• Organizational skills and attention to details
• Confidence to provide sound professional advise
• Critical thinking skills
• High level of confidentiality
• Ability to develop and maintain work relationships across departments

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
To apply for this job email your details to hr@unfilteredpathways.com 

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