Overview

We are recruiting!

Our Client in Lusaka, Zambia is looking for a Procurement Officer to join their team for a job vacancy within the Hospitality industry.

To apply or for more information follow the link below.

Job Overview:
The Procurement Officer will play a pivotal role in ensuring the smooth and efficient operation of the company’s supply chain. This role includes sourcing and purchasing high-quality goods and services, managing vendor relationships, negotiating contracts, and ensuring timely delivery of supplies. Key responsibilities include managing purchase orders, overseeing the receiving process into the main warehouse, coordinating stock transfers to camp warehouses, and maintaining accurate inventory records. The role requires excellent negotiation skills, attention to detail, and a proactive approach to procurement processes. The Procurement Officer will be the primary person responsible for executing the entire procurement process for all inventory and assets required by the company.

Key Responsibilities:

  1. Procurement and Purchase Orders
    • Select reliable vendors based on price, quality, and delivery reliability.
    • Create and send purchase orders (POs) to vendors, specifying required items, quantities, prices, and delivery dates.
    • Obtain internal approval for purchase orders and confirm orders with vendors.
  2. Receiving and Inspection
    • Accept deliveries at the designated receiving area.
    • Inspect the quantity and quality of received items against POs, packing lists, and supplier invoices.
    • Create receiving reports and document any discrepancies or damages.
  3. Stock Entry and Storage
    • Enter received items into the inventory management system, updating stock levels.
    • Label and barcode items for easy tracking and retrieval.
    • Store items in designated warehouse locations based on categories or expiration dates.
  4. Inventory Monitoring and Control
    • Monitor stock levels to ensure minimal stock on hand in the HQ warehouse.
    • Implement inventory optimization strategies, such as just-in-time (JIT) inventory, to reduce holding costs.
  5. Order Fulfillment and Distribution
    • Coordinate stock transfers from the main warehouse to camp warehouses based on POs.
    • Work with the Operations Manager to ensure the correct items are picked, packed, and shipped to camps.
    • Track shipments and update the inventory management system with fulfillment details.
  6. Inventory Audits and Cycle Counts
    • Conduct regular cycle counts to verify inventory accuracy.
    • Perform full inventory audits periodically and resolve any discrepancies.
  7. Analysis and Optimization
    • Analyze procurement metrics such as inventory turnover, order accuracy, and lead times.
    • Implement improvements to enhance efficiency, reduce costs, and improve supplier performance.

Key Performance Indicators (KPIs):

  1. Cost Savings
    • Increase savings through negotiations, bulk purchasing, and cost-effective sourcing.
    • Measure: Track savings achieved through discounts, better payment terms, and cost-reduction trends.
  2. Supplier Performance and Reliability
    • Ensure suppliers deliver the correct quality and quantity of goods on time.
    • Measure: On-time delivery rates and frequency of order fulfillment issues.
  3. Purchase Order Cycle Time
    • Minimize the time from PO creation to approval and order placement.
    • Measure: Average purchase order cycle time tracked via procurement software.
  4. Inventory Accuracy
    • Ensure consistent and accurate inventory records through audits and system updates.
    • Measure: Discrepancies below 3% in stock records.

Key Distinctions with Other Roles:

  • Procurement Officer: Responsible for the entire procurement process for all items.
  • Maintenance Manager: Compiles maintenance purchase lists and handles vehicle licensing (road tax, fitness, insurance).
  • Operations Manager: Oversees the overall procurement process and logistics for the storage and movement of personnel, assets, and inventory.

Qualifications and Skills:

  • Education: Diploma or Degree in Procurement, Supply Chain Management, Business Administration, or related field.
  • Experience: Proven experience in procurement, inventory management, or supply chain operations, preferably in a hospitality or tourism setting.

Technical Skills:

  • Strong understanding of procurement processes, vendor management, and inventory control.
  • Proficiency in inventory management software and Microsoft Office Suite (especially Excel).
  • Familiarity with procurement software and tracking tools.

Personal Attributes:

  • Excellent negotiation, communication, and problem-solving skills.
  • Strong attention to detail and organizational abilities.
  • Ability to work in a fast-paced environment and handle multiple tasks.
  • Proactive, adaptable, and results-driven.