Procurement Officer

General Responsibilities:

• Issue RFQs (Request for Quotation) daily to approved suppliers and subcontractors based on material service or equipment requirements raised by operations or tendering teams in line with ongoing projects or maintenance contracts.
• Verify stock availability of consumables spare parts tools and maintenance materials in coordination with the warehouse/store team to minimize procurement lead time and support uninterrupted O&M activities.
• For non-stock items source qualified vendors and conduct market analysis pricing benchmarks and negotiations to ensure best value procurement aligned with approved O&M budgets and contract obligations.
• Prepare Quotation Comparison Sheets (QCS) with clear technical and commercial analysis for management review and final decision-making.

Vendor and Documentation Management:

• Collect and submit KYC and compliance documentation from suppliers/subcontractors for company vetting including trade licenses insurances ISO certifications and past performance references for technical and HSE evaluation.
• Review legal financial and statutory documents to ensure supplier eligibility with periodic updates tracked for expiration renewals and compliance.
• Upon validation initiate vendor registration in ERP and coordinate with the IT Department to activate new vendors within the system.

Procurement Processing (ERP & Workflow):

• Raise material/service/asset/labor/plant hire requests through the ERP system for online approval by Project Managers or relevant department heads.
• Generate and process Purchase Orders (POs) within the ERP platform ensuring full alignment with approved requisitions and project-specific cost allocations.
• Coordinate with suppliers (local and international) for order confirmation delivery schedules and documentation ensuring PO acknowledgment and contractual compliance.
• If required by supplier terms raise advance payment requests through ERP ensuring alignment with contract conditions and internal approval workflows.

Logistics Import and Compliance:

• Oversee the importation process for international procurements ensuring compliance with customs regulations clearance documentation and coordination with freight forwarders.
• Ensure all procurement activities adhere to centralized procurement policies including procurement planning budget control vendor performance monitoring and audit readiness.

Technical Coordination & Quality Control:

• Conduct commercial and technical evaluations in collaboration with engineering operations and QA/QC teams particularly for materials and services related to utilities maintenance pumping stations electrical/mechanical works and infrastructure assets.
• Ensure all materials spare parts and services meet technical specifications and are inspected/approved by the QA/QC Engineer before acceptance and use.

Finance & Reporting:

• Process Goods Receipt Notes (GRNs) against delivery notes and invoices in ERP ensuring timely handover to Accounts for invoice processing.
• Submit monthly procurement closing reports including expense tracking open POs and supplier performance summaries to relevant stakeholders and Finance.

Vendor Performance & ISO Compliance:

• Support supplier evaluations vendor performance tracking and annual prequalification exercises to maintain an updated and compliant vendor list aligned with ISO and OHSAS requirements for utilities and infrastructure operations.

Coordination & Stakeholder Engagement:

• Liaise with Accounts Operations and Commercial departments to resolve procurement-related delays budget availability issues and payment release constraints.
• Assist with documentation for RFPs Tenders Quotations

Qualifications :

• Bachelors degree in engineering preferred
• Minimum 10 years of procurement experience preferably in the operation and maintenance of utilities and infrastructure

Remote Work :

No

Employment Type :

Full-time