Role overview
What you'll be stepping into
KEY RESPONSIBILITIES
3.1 Procurement portal & paperwork
Process purchase requests through the procurement portal: receive approved requests, prepare requisition-to-PO documentation, and track status.
Prepare the Comparative Analysis / quotation comparison documents for the OD’s review (the OD negotiates and decides).
Issue purchase orders per the approved decision; maintain the LPO-before-delivery gate (no delivery without an LPO).
Maintain the 3-quote rule documentation and the threshold-ladder paperwork (direct / quotes / portal / competitive).
3.2 Goods receipt & delivery records
Process goods receipt notes (GRN) on delivery; verify against the PO; record quality checks and rejections.
Maintain the 3-way match (PO / GRN / invoice) records for Finance’s verification.
Track on-time delivery and defect rates per vendor.
3.3 Vendor register & documentation
Maintain the central vendor register and rate cards (maintenance materials, stationery, cleaning, food, utilities, transport).
Collect and file vendor compliance documents (TIN, trade licence, eFRIS ability) and route new vendors through legal review.
Send vendor notifications (winners + unsuccessful) by email within the agreed window email only, no WhatsApp procurement.
3.4 Procurement storage & stock
Manage procurement storage: receive, register, store and issue procured items with signed records.
Maintain stock levels; never out of stock for more than 2 days; two-bin reorder for critical consumables.
Keep the storage area organised and auditable.
3.5 AP handover & records
Prepare complete portal packs for Finance so the 48h AP verification is achievable; track promised payment dates.
Keep all procurement records (quotes, POs, GRNs, invoices, vendor files) audit-ready and retrievable.
Maintain email-only procurement discipline; no procurement decisions or records via WhatsApp.
3.6 Reporting
Produce the monthly procurement report to the OD by the 3rd working day: savings, vendor list, SUM, LPO compliance, stock.
Report realised vs avoided savings as documented by the OD’s negotiated outcomes.
How to apply