Procurement Officer

The Procurement Officer supports the university’s purchasing activities by coordinating requests, obtaining quotations, processing purchase documentation, and working with suppliers and internal departments. The role helps ensure that procurement is timely, traceable, compliant with internal procedures, and aligned with operational requirements.

Key Responsibilities

• Receive and review purchase requests from departments, clarifying specifications, quantities, timelines, and approval requirements.
• Contact suppliers, request quotations, compare offers, and organise supporting documents for purchasing decisions.
• Prepare and maintain purchase orders, vendor records, delivery documentation, and procurement trackers.
• Follow up with suppliers and internal stakeholders on order confirmation, delivery dates, discrepancies, and outstanding paperwork.
• Coordinate with finance and requesting departments to support invoice matching, records, and timely closure of procurement files.
• Maintain organised documentation, support reporting and audits, and raise issues involving delays, missing approvals, or non-conforming supplies.

Requirements and Qualifications

• Relevant education or experience in procurement, business administration, supply chain, or a related area.
• Good organisation, negotiation, vendor communication, and numerical accuracy.
• Comfort with spreadsheets, purchasing records, quotation comparisons, and cross-department follow-up is important.

Skills and Competencies

Procurement, supplier management, purchase orders, quotation analysis, vendor records, inventory coordination, Excel, compliance, reporting. The successful candidate should be dependable, organised, responsive to feedback, and able to communicate clearly with colleagues and stakeholders. Careful record keeping, professional conduct, and a consistent focus on quality are important throughout the work.

The position calls for someone who can manage priorities without losing attention to detail. A practical approach to problem-solving, reliable follow-through, and a willingness to work collaboratively will help the team maintain a consistent standard of delivery. The successful candidate should be comfortable adapting to changing priorities while remaining focused on agreed objectives.