Role Profile
The Procurement Officer is responsible for the efficient sourcing, procurement, and management of goods and services required by the organization. The role ensures procurement activities are conducted in a cost-effective, timely, and compliant manner while supporting organizational objectives through effective supplier management, procurement planning, cost optimization, and risk mitigation. The position combines day-to-day procurement operations with continuous improvement initiatives that contribute to operational efficiency and value for money.
Key Responsibilities
Procurement Planning and Purchasing:
- Participate in the development and implementation of annual procurement plans and budgets.
- Identify organizational procurement needs in consultation with user departments.
- Source suppliers and obtain competitive quotations in accordance with company policies.
- Prepare and process purchase requisitions, purchase orders, and other procurement documentation.
- Ensure timely procurement of goods and services to support business operations.
Supplier Management:
- Identify, evaluate, and maintain a database of approved suppliers.
- Conduct supplier assessments based on quality, pricing, reliability, and service delivery.
- Assist in negotiating pricing, delivery schedules, and contract terms to achieve best value.
- Maintain effective working relationships with suppliers and service providers.
- Monitor supplier performance and recommend corrective actions where necessary.
Tendering and Contract Administration:
- Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tender documents.
- Coordinate tender opening, evaluation, and supplier selection processes.
- Prepare bid analysis reports and procurement recommendations.
- Monitor contract implementation and supplier compliance with agreed terms and conditions.
- Maintain an up-to-date repository of procurement contracts and related documentation.
Inventory and Stock Management:
- Monitor inventory levels and coordinate replenishment activities.
- Work closely with stores personnel and user departments to prevent stock-outs and overstocking.
- Support stock audits and inventory reconciliation exercises.
- Maintain optimal inventory levels to support operational requirements.
Cost Management and Process Improvement:
- Identify opportunities for cost savings and procurement efficiencies.
- Conduct basic market research and price benchmarking to support procurement decisions.
- Monitor procurement expenditure against approved budgets.
- Support continuous improvement initiatives aimed at enhancing procurement effectiveness and service delivery.
Compliance, Risk Management and Governance:
- Ensure procurement activities comply with company policies, procedures, and applicable regulations.
- Maintain accurate procurement records and audit trails.
- Identify procurement-related risks and escalate issues appropriately.
- Promote ethical procurement practices and transparency in all procurement activities.
Reporting and Administration:
- Prepare procurement reports, spend analyses, and performance updates.
- Ensure procurement data is updated and maintained within ERP and procurement systems.
- Provide timely and accurate procurement information to management and internal stakeholders.
Core Competencies
- Strong planning, coordination, and organizational skills.
- Excellent negotiation and supplier relationship management skills.
- Strong analytical and problem-solving abilities.
- High level of integrity and ethical conduct.
- Ability to manage multiple priorities and work under pressure.
- Effective communication and interpersonal skills.
- Attention to detail and commitment to accuracy.
- Proactive approach to identifying efficiencies and improvements.
- Ability to balance operational requirements with long-term procurement objectives.
Knowledge & Skills Required
- Knowledge of procurement processes, sourcing, and supplier management.
- Understanding of tendering procedures and contract administration.
- Knowledge of inventory management principles.
- Financial and budgeting skills.
- Strong analytical and reporting capabilities.
- Negotiation and influencing skills.
- Proficiency in Microsoft Office Suite, particularly Excel.
- Experience using procurement software and ERP systems.
- Understanding of procurement compliance and governance requirements.
Professional Qualifications & Relevant Experience
- Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Logistics, or a related field.
- Professional certification (e.g., CIPS, CPSM, CPP, or equivalent) is an advantage.
- 2–5 years of procurement or purchasing experience, depending on seniority level.
- Experience with procurement software and ERP systems.
- Demonstrated experience in supplier sourcing, contract administration, and procurement operations.
- Experience in logistics, freight, shipping, or a related industry will be an added advantage.
Financial Responsibilities
- Monitoring procurement budgets and expenditure.
- Ensuring value for money in all procurement activities.
- Managing credit purchases within approved limits.
- Supporting cost reduction and cost avoidance initiatives.
- Minimizing costs associated with stock-outs, excess inventory, and emergency purchases.
How to Apply
Interested candidates are encouraged to send applications to recruitment@mitchellcotts.co.ke by close of business on Friday July 24, 2026.
