JOB DESCRIPTION

Job Title Procurement Manager

Department Procurement
Reports To Directors
Job Status Regular
Date Updated 2023
Workstation Headquarters
Relationship All departments

POSITION SUMMARY
The purpose of this post is to lead sourcing, supply management and procurement at the
company. The role involves management, administration, and supervision of all acquisition
activities, including contracting services, managing the purchase of supplies, equipment,
services, and leading contractual negotiations, in accordance with established procurement
rules. He / she will also ensure the company has adequate supplies of the right quality, cost
and timely delivery goods of, foster good working relationship with user departments,
suppliers and contractors.
Definitions:
KRA / ACCONTABILITIES: Key Results Area
KPI: Key Performance Indicator, how the task is measured
KEY RESULTS / ACCOUNTABILITIES
KRA 1: Sourcing Management
Responsibilities KPIs Goal Weightage
 Will prepare stocks and  100% adequate  Supplies are
sales for the CEO to place supplies to meet the sourced cost 40%
orders indicating business needs. effectively.
incoming/expected
shipments.
 In collaboration with the
CEO develop and
implement sourcing
strategy in alignment with
the company business
strategy
 Keep track via
timetable/schedule of all
orders that require to be
placed.
 Monitor sales/low
stocks/stock out situation
in order to prompt timely
release / ship orders.
 Monitor short expiry
 situation in line with
marketing advise on
promotional campaigns or
activities to reduce
exposure of inventory
holding to ensure risk free
brands portfolio

KRA 2: Manage relationships with suppliers

Responsibilities KPIs Goal Weightage
 Negotiate terms and  All suppliers are  To maintain
ensure that the company satisfied with the good 10%
maintains updated services offered by the relationship
databases of all categories procurement with all
with all suppliers department. suppliers are the
 Keep abreast of industry mutual benefit
trends that have an impact of all parties.
on the all items stocked
and work towards filling
gaps identified
 Manage a comprehensive
list of best-in-class
suppliers for bid processes
developed by analysing
industry trends and
competitive positioning to
ensure engagement and
leverage of the most
effective supply base
 Ensure that logistics
documents for goods
sourced are duly approved
and as per the company
policy.

KRA 3: Procurement and Suppliers Management

Responsibilities KPIs Goal Weightage
 Oversee procurement  100% adherence to  Business
activity in for retail the buying budget. complies to the 20%
including leading business procurement
terms negotiation and policy.
ensuring timely delivery in
compliance with
procurement policies
 Oversee demand staff in
 developing procurement
forecasting and planning
to ensure responsive,
effective, and quality
procurement &
distribution services
 Coordinate, solicit and
evaluate
bids/proposals/quotations
of complex nature to
ensure overall
competitiveness, quality,
and conformity to
specified requirements
 Ensure timely and
thorough preparation of
required documentation
 Develop effective
procurement collaboration
and reporting tools to
ensure that data and
information requirements
of stakeholders are met
 Regularly assess the
procurement process and
identify opportunities for
simplifying, streamlining
and enhancing processes
also by leveraging
technology solutions
available
 Regularly conduct
business reviews with
leading suppliers for
receiving marketing
support, better pricing and
terms of trade
 Monthly reporting to
review the buying budgets
vs actuals

KRA 4: Contract Management

Responsibilities KPIs Goal Weightage
 Oversee end-to-end  100% of all contracts  To ensure that
contract lifecycle are implemented as are contracts are 20%
including contractual per the agreements. enforcement as
aspects of acquisitions, per the
establishment of strategic agreements.
or ad hoc agreements or
 special contractual
arrangements, for all
locations
 Coordinate with staff and
vendors to ensure
enforcement of contracts
including providing
support in the handling of
claims and disputes,
demanding specific
performance, claiming
against warranties, etc.
 Optimise costs by seeking
best value for money,
ensure excellent supplier
performance, oversee
contract negotiations,

KRA 5: Procurement Team Management

Responsibilities KPIs Goal Weightage
 Lead, guide and mentor  100% motivation of  To ensure that
procurement team the team members the procurement 10%
members, promote high team is well
professional and ethical trained and have
standards and provide adequate tools
career development to meet the
support business needs
 Coordinate activities of the
team, ensure timely and
quality delivery of overall
procurement services and
provide guidance to staff
on strategy, plans, policies
and procedures for
efficient and high quality
results
 Provide other ad hoc
support either within your
team or in other teams as
required – this includes the
participation in special
projects or support to
service delivery for short
period of time on a part-
time or full time basis
upon request from the
senior management
ACKNOWLEDGEMENT
This job description has been designed to indicate the general nature and level of work performed by
employees within this classification. It is not designed to contain or be interpreted as a comprehensive
inventory of all duties, responsibilities and qualifications required of employees assigned to the role.

I have read, understood and accept the above position description

Employee’s Name:

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Chief Executive Officer’s

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