Procurement & Supply Chain Officer

Role Overview

The Procurement & Supply Chain Officer is responsible for managing and coordinating all procurement, sourcing, importation, and inventory control activities. The primary objective is to ensure the timely availability of materials, maintain cost efficiency, ensure compliance with regulatory requirements, and support uninterrupted production operations.

Key Responsibilities

Procurement Planning & Sourcing

• Evaluate and consolidate procurement requirements from all departments.
• Source materials locally and internationally in line with approved specifications.
• Obtain and evaluate a minimum of three quotations from approved suppliers.
• Negotiate pricing, payment terms, delivery schedules, and warranty conditions to achieve the best value for the Company.
• Escalate any price variations or significant changes to the CEO for approval.

Supplier Management & Documentation

• Liaise with suppliers to ensure timely issuance of LPOs and Proforma Invoices (PIs).
• Collect, verify, and manage supplier documentation, including invoices, packing lists, bills of lading, and certificates of conformance.
• Maintain accurate procurement records for audit and compliance purposes.

Imported Materials & Regulatory Compliance

• Ensure all imported materials comply with PVOC requirements or obtain SGS certification where exemptions do not apply.
• Verify SGS certificates include valid IDF and UCR numbers.
• Manage annual renewal of PVOC exemption lists and inclusion of new HS codes in line with EAC tariff codes.
• Apply for and renew Duty Remission Scheme (DRS) exemptions, including machinery exemptions.

IDF & Clearing Coordination

• Share shipment documents (invoices, packing lists, and bills of lading) with nominated clearing agents for IDF processing.
• Coordinate closely with clearing agents to ensure smooth customs clearance.

Insurance & Bond Management

• Arrange insurance cover for all shipments once dispatched.
• Follow up with clearing agents to ensure timely bond cancellation to avoid penalties.
• Track bond timelines and ensure compliance with regulatory deadlines.

Local Procurement

• Prepare material usage schedules and seek CEO approval prior to local sourcing.
• Generate and issue LPOs for local suppliers in line with production plans.
• Ensure local purchases are conducted twice monthly and approved by the CEO and Finance.
• Monitor supplier deliveries to ensure timely availability of materials.
• Ensure ETR receipts are obtained and the Company’s correct KRA PIN is used for all local purchases.

ERP System & Inventory Management (NetSuite)

• Generate all LPOs in the NetSuite ERP system.
• Update purchase orders upon receipt of materials, whether partial or full.
• Maintain accurate stock levels and monitor reorder points to prevent shortages.
• Conduct monthly stock takes and reconcile physical inventory with system records.
• Perform regular inventory adjustments to reflect accurate material usage.

Reporting & Communication

• Provide regular procurement and inventory reports to management.
• Maintain professional, documented communication with suppliers and internal stakeholders.
• Ensure all procurement communications include relevant stakeholders as required.

Job Requirements

• Bachelor’s degree in Procurement & Supply Chain Management, Logistics, Business Administration, or a related field.
• Professional qualification in Supply Chain Management is an added advantage.
• Minimum of 3–5 years’ experience in procurement and supply chain operations, preferably in a manufacturing environment.
• Proven experience in importation processes, customs clearance, PVOC, DRS, and regulatory compliance.
• Proficiency in ERP systems, preferably NetSuite.
• Strong negotiation, analytical, and supplier management skills.

How to Apply

Interested and qualified candidates should apply via the application link provided: Apply for Procurement & Supply Chain Officer. Applications are processed through the Reeds Africa Consult portal on xorahr.com.