Executive Procurement

Position Overview

The Procurement Executive will be responsible for supporting
the organization’s procurement operations, ensuring timely sourcing, vendor
coordination, compliance with policies, and smooth delivery of goods and
services. The role demands attention to detail, documentation accuracy, and
effective communication with internal teams and external vendors.

Key Responsibilities

• Procurement
  Operations
  
• Assist
  in preparing procurement plans based on indents and requirements.
  
• Source
  quotations, prepare bid comparison sheets, and support vendor selection.
  
• Maintain
  procurement trackers and ensure timely updates.
  
• Vendor
  Management
  
• Coordinate
  with vendors for quotations, deliveries, and exchanges.
  
• Support
  onboarding of new vendors as per organizational guidelines.
  
• Monitor
  vendor performance and escalate issues to the Procurement Manager.
  
• Cost
  & Compliance
  
• Conduct
  basic market surveys and price benchmarking.
  
• Ensure
  procurement activities comply with organizational policies, donor
  regulations, and audit requirements.
  
• Support
  documentation for approvals, contracts, and payment records.
  
• Quality
  & Delivery
  
• Verify
  deliveries against purchase orders and report discrepancies.
  
• Ensure
  invoices are logged and handed over to finance/program teams within SLA.
  
• Track
  warranty claims and coordinate with vendors for replacements.
  
• Documentation
  & Transparency
  
• Maintain
  complete procurement files: RFQs, bids, POs, delivery notes, invoices.
  
• Update
  Master Indent Tracker daily.
  
• Ensure
  transparency and fairness in procurement processes.
  
• Logistics
  & Inventory
  
• Coordinate
  delivery schedules with program and field teams.
  
• Support
  GRN (Goods Received Note) preparation and asset data entry.
  
• Process
  Improvement
  
• Suggest
  workflow improvements observed during daily tasks.
  
• Attend
  procurement training sessions and apply learnings.
  
• Report
  risks (delays, quality issues, non-compliance) to supervisor immediately.
  

Reporting

• Reports
  to: Procurement Manager / Head of Administration
  
• Location:
  [Insert Office Location]
  
• Department:
  Administration & Procurement
  

Requirements

Qualifications & Skills

• Bachelor’s
  degree in commerce, Business Administration, or related field.
  
• 2–4
  years of experience in procurement or supply chain operations.
  
• Knowledge
  of procurement policies, vendor management, and compliance requirements.
  
• Strong
  MS Excel and documentation skills.
  
• Good
  communication and negotiation abilities.
  
• Attention
  to detail and ability to work under timelines.