Technical Procurement Officer

The Technical Procurement Officer is responsible for the sourcing, ordering, purchasing, shipping and receipt of materials and services required to support the operational needs of the organization.

Duties & Responsibilities:
o Conduct procurement for all goods and services utilized by and/or fall under the purview of the
Engineering Department;
o Research suppliers and source materials and services to support the operational needs of the
organization. Materials and services include but are not limited to equipment, machinery, parts,
tools, chemicals and services.
o Prepare proposals, request quotes and negotiate purchase terms and conditions (including
warranty). Prepare and share scope of works and quote comparisons for approval.
o Source the most suitable company to procure items from by obtaining quotes in accordance with
CGA’s procurement policy (3 quotes minimum).
o Prepare purchase orders and agreements, get the necessary approval from internal stakeholders
and submit to suppliers with 48 hours of the RFQ process.
o Email and distribute all approved purchase orders on a daily basis. Follow up with suppliers and
contractors to ensure POs have been received.
o Execute the purchase of goods or services approved by management.
o Liaise with the supplier for shipping and delivery arrangements.
o Follow up with suppliers to determine status of orders/goods in transit and arrival dates for
shipments.
o Monitor supplier performance and resolve issues and concerns.
o Inspect and evaluate the quality of purchased items, process returns and resolve shortcomings.
o Ensure that documents for incoming shipments are accurate and received promptly in accordance
with our service level agreement.
o Evaluate and negotiate vendor contracts.
o Track inventory and submit purchase orders as needed to maintain minimum safe stock levels.
o Recommend new products, services, or materials in keeping with industry trends.
o Organize payment for suppliers and contractors following approval of GRNs.
o Follow up with Accounts Payables to ensure payments are processed in a timely manner.
o Notify suppliers and contractors when payments are available.
o Ensure all POs and GRNs receive the necessary approval signatures before proceeding to process.
o Maintain numerical sequence/file for the following: Local and foreign purchase orders, Goods
Received Notes, Invoices/Shipments and Capital Expenditure forms.
o Perform regular cycle counts of M&R Stores and other designated Engineering storage areas (e.g.,
maintenance chemicals) to ensure no out of stock situations;
o Develop and regularly maintain databases for tracking purchases, received and issued materials,
expenditure (goods and services) and stock sheets for all stock stored within M&R Stores.
o Ensure all materials, parts, tools etc. leaving M&R Stores is properly logged and accounted for;
o Ensure all materials under the purview of M&R Stores is safely and securely stored according to the
manufacturer’s recommended storage conditions;
o Assist with ensuring M&R Stores is maintained in a well-organized and clean manner.
o Immediately report any non-conformances relating to Purchasing operations and M&R Stores to
the Engineering Manager and/or Supervisor.
o Maintenance of filing systems for all records and documents under the purview this position.
o Conforms to all established departmental and company policies, procedures and objectives, GMPs,
food safety and HSE site protocols.
o Maintain petty cash for the Engineering Department.
o Train as an alternate for the M&R Storeskeeper position and fill role as required.
o Performs other related tasks and responsibilities as required by the Production Manager;
o Undergo any job-related training required by the company;
Knowledge, Skills & Experience:
o A bachelor’s degree in Mechanical Engineering and/or Supply Chain Management or A Similar
Field Preferred;
o Proven work experience as a Procurement Specialist or similar role;
o Good working knowledge of purchasing strategies;
o Excellent communication, interpersonal and negotiation skills;
o Strong analytical thinking and problem-solving skills;
o Proficiency in Microsoft Office and with business application software, purchasing and resource
planning systems;
o Working knowledge of Mechanical and Electrical Systems & Equipment;