Job Description

The University is seeking a detail-oriented and highly motivated individual for the position of Procurement Officer. Reporting to the Registrar, this role is responsible for overseeing and managing all purchasing activities, assessing products, services and suppliers, negotiating contracts and ensuring that the University adheres to established procurement policies, procedures, and regulatory guidelines. The successful candidate will work closely with all Departments in the university to ensure that approved purchases are timeously processed, are of a sufficient quality and are cost-efficient.

Duties and Responsibilities

Duties and Responsibilities:

PROCUREMENT MANAGEMENT:
Assessing products, services, and suppliers.
Ensuring that all procurement work is done in accordance with the University’s policies.
To develop viable and cost-effective procurement strategies.
To communicate the value of strategic sourcing and procurement to key stakeholders within the university.
Developing and maintaining business relationships.
Working with key procurement software and systems.
Evaluating existing procurement policies and procedures and update accordingly.
To evaluate and select chosen suppliers using set criteria.
To attend trade/exhibition shows, interview vendors and visit supply plants/distribution centres.
Negotiating various contracts with vendors on quality, price and delivery.
Keeping track of all goods and services ordered and received with a comprehensive inventory.
Creating purchase orders.
Calculating all order costs and evaluating invoices for accuracy.
Preparing and updating reports, records and pricing lists.
Working with other teams for cross-departmental work.
COMPLIANCE AND RISK MANAGEMENT:
Ensuring compliance with the procurement policy and regulations.
Ensuring compliance with the values of professionalism, accountability and ethical standards.
Maintaining up-to-date records of procurement activities.
To identify and mitigate risks related to the procurement process, including potential delays or cost overruns.
SUPPLIER RELATIONSHIP MANAGEMENT:
Developing and maintaining strong working relationships with suppliers to ensure effective communication and cooperation.
To negotiate prices with suppliers, ensuring favourable terms for the University.
REPORTING AND DOCUMENTATION:
Preparing regular reports on procurement activities, expenditure, and supplier performance for review by management.
Maintaining accurate records of all transactions, ensuring transparency and accountability.
BUDGET AND COST CONTROL:
Working with the Creditors Departments and other units of the university to ensure that all procurement activities are within budgetary constraints and fully compliant with the Standard Operating Procedures (SOPs).
Monitoring spending and suggesting cost-saving opportunities while ensuring the quality of goods and services procured.
CONTINUOUS IMPROVEMENT:
Contributing to the ongoing improvement of procurement processes and strategies to enhance efficiency and effectiveness.
Staying updated on procurement trends, technologies, and best practices.

Qualifications and Experience

Desired Attributes: EDUCATION AND QUALIFICATIONS

A Bachelor’s degree in Procurement/ Supply Chain Management or Purchasing and Supply.
A Master’s Degree in these disciplines is an added advantage
Professional certification in procurement (e.g., CIPS)
EXPERIENCE AND KNOWLEDGE
At least 5 years of experience in procurement, supply chain management, or a related role. Experience of working in an academic or faith-based environment is an added advantage.
Experience of relationship management.
Experience in risk management.
Proficiency in procurement software and technologies.
Experience of supply chain management
Recent experience in warehousing
Experience of inventory management
Experience of warehouse management
SKILLS AND PERSONAL REQUIREMENTS
Ability to uphold oneself with a high degree of honesty and integrity.
Excellent oral and written communication skills.
Ability to forecast trends in procurement and supply chain management.
Well-developed negotiation and time-management skills.
The ability to employ strategic thinking in procurement.
Effective analytical and problem-solving abilities.
Ability to work independently and as part of a team.
Impeccable attention to detail.
Commitment to continuing professional development.
Flexibility to work outside normal working hours.

How to Apply

How to Apply: Interested candidates must submit an application letter, certified copies of certificates, transcripts, national identification (ID/Passport & birth certificate), and a detailed curriculum vitae (CV) including full personal particulars: full name, place and date of birth, qualifications, date of availability, contact details, and the names and addresses of three referees. The application pack should be sent as a single PDF file clearly marked ‘‘Procurement Officer’’ in the subject line to the email [email protected] by no later than 1400 hours on Friday, 25 April 2025. Applicants should clearly indicate the position being applied for in the application letter, which should be addressed to the Assistant Registrar, Personnel and Administration. Only shortlisted candidates will be contacted. Africa University is committed to diversity, Ubuntu, professionalism, integrity and excellency. Qualified candidates of all backgrounds are encouraged to apply.