Procurement Associate at Moringa School

Job Overview:

We are seeking an experienced and proactive Procurement Officer to join our team. The successful candidate will be responsible for managing the procurement of goods and services, ensuring that the company’s operational needs are met efficiently and cost-effectively. The Procurement Officer will oversee the procurement process, negotiate with suppliers, and ensure compliance with company policies and regulations.

Key Responsibilities:

Supplier Management:

• Identify, evaluate, and select suppliers based on quality, cost, and reliability.
• Establish and maintain strong relationships with suppliers and negotiate contracts to secure favourable terms.
• Monitor supplier performance and resolve any issues or discrepancies.
• Ensure all service providers sign the statement of ethical adherence
• Centralisation of all service providers' KYC Documents
• Centralisation of all contract terms and conditions

Procurement Process:

• Enhance and implement procurement strategies to meet the company’s needs.
• Follow up with Key stakeholders for the requisition note approval
• Ensure Timely approval of LPOS by the Key stakeholder
• Track and manage orders to ensure timely delivery and address any delays or issues promptly.
• Ensure sufficient toiletries and breakfast items are in place
• Ensure up-to-date Vendor’s database and KYC are promptly updated in the ERP
• Continuous improvements of the ERP to fully support procurements
• Ensure Timely allocation of the shared requisition license
• New staff on-boarding on the procurement process
• Bi-annual staff re on-boarding on the procurement process
• Liaise with vendors to ensure Tim’s Compliant invoices are submitted promptly after service delivery
• Validation of service delivery

Cost Management:

• Analyze market trends and identify opportunities for cost savings.
• Negotiate prices and terms with suppliers to achieve the best possible deals.
• Monitor and manage procurement budgets and expenditures.

Stock Management:

• Collaborate with Marketing, space and people teams to monitor stock levels and forecast demand.
• Conduct regular inventory audits and ensure accurate record-keeping for all assets
• Develop strategies to optimize inventory levels and minimize excess or shortage.

Compliance and Risk Management:

• Ensure all procurement activities comply with company policies, legal regulations, and ethical standards.
• Identify and mitigate risks associated with the supply chain.
• Maintain accurate procurement documentation and records.
• Work closely with the space and People team for timely insurance renewals

Reporting and Analysis:

• Prepare and present regular reports on procurement activities, supplier performance, and cost savings.
• Analyze procurement data to identify trends and make informed decisions.
• Provide insights and recommendations to improve procurement processes and strategies.

Collaboration and Support:

• Work closely with internal departments such as Finance, Operations, and Marketing to understand their procurement needs and provide support.
• Assist in the development and implementation of procurement policies and procedures.
• Participate in cross-functional teams and projects to drive continuous improvement in the procurement function.

Asset Management:

• Work closely with the Student support team to ensure all laptops are accounted for and reconciliation for any discrepancy is done . There should be quarterly laptop counts
• Work closely with the Facility team to ensure Furniture and Fittings are accounted for and well-labelled for identification purposes. There should be Bi-annual furniture and Fitting counts and any discrepancy accounted for
• Work closely with The accounts team to ensure a proper reconciliation between the assets in the ERP and the Physical register are aligned

Travel and accommodation:

• Work closely with the staff travelling for travel arrangements and accommodation as per the travel policy
• Any other duty allocated from time to time

Academic Qualifications:

• Bachelor’s degree in Supply Chain Management, Business Administration, or a related field.

Key Competencies

• Building and Managing relationships with all stakeholders
• Time Management to ensure procurement needs are closed promptly
• Strong negotiation skills -This will ensure Moringa gets value for money
• Risk Management to minimize exposures while dealing with stakeholders
• Ability to adapt to change
• Growth Mindset
• Ability to work independently and manage multiple tasks simultaneously.

Preferred Qualifications:

• 2 years experience in procurement
• Accounting or Finance Background
• Professional certification such as CIPS (Chartered Institute of Procurement & Supply) or CPSM (Certified Professional in Supply Management) is a plus.
• Experience with ERP systems