🎯 ROLES OF PROCUREMENT OFFICER
1. Supplier Management
Identify, evaluate, and approve suppliers.
Negotiate pricing, payment terms, and delivery schedules.
Maintain a database of approved suppliers.
2. Purchasing & Order Processing
Raise and process purchase orders (POs) based on Stock Requisitions.
Ensure purchases align with budget and stock levels.
Track order confirmations and delivery timelines.
3. Compliance & Cost Control
Ensure all purchases follow company policies.
Compare suppliers for price, quality, and reliability.
Prevent overstocking and understocking.
4. Coordination
Work closely with Stock Supervisors and Finance for stock levels and payments.
Liaise with Receivers to confirm that deliveries match POs.
Coordinate with all Teams on promotions and seasonal stock needs.
5. Documentation & Reporting
Maintain accurate records of all procurement transactions.
Track supplier performance and report issues.
📋 CHECKLIST FOR PROCUREMENT
OFFICER
1. Morning Tasks
☐ Review pending purchase requests from stock supervisors.
☐ Check current stock levels in the inventory system.
☐ Prioritize urgent/fast-moving SKUs for ordering.
2. Supplier & Order Management
☐ Contact suppliers to confirm delivery schedules.
☐ Verify purchase orders are approved and sent on time.
☐ Negotiate better terms (where possible) on pricing or delivery.
3. Compliance & Approvals
☐ Ensure all orders are within budget and approved.
☐ Verify no duplicate or unauthorized orders are raised.
☐ Cross-check supplier invoices against agreed terms.
4. Documentation & Tracking
☐ Update procurement tracker (PO status, deliveries, pending).
☐ Record all supplier communications for accountability.
☐ Ensure proper filing of contracts, invoices, and receipts.
5. End of Day
☐ Review delivery confirmations with Receivers.
☐ Update management on any delayed or critical stock items.
☐ Prepare summary of POs raised, deliveries received, and pending items.
