Executive – Procurement

Position Overview

The Procurement Executive will be responsible for supporting the organization’s procurement operations, ensuring timely sourcing, vendor coordination, compliance with policies, and smooth delivery of goods and services. The role demands attention to detail, documentation accuracy, and effective communication with internal teams and external vendors.

Key Responsibilities

• Procurement Operations

• Assist in preparing procurement plans based on indents and requirements.
• Source quotations, prepare bid comparison sheets, and support vendor selection.
• Maintain procurement trackers and ensure timely updates.

• Vendor Management

• Coordinate with vendors for quotations, deliveries, and exchanges.
• Support onboarding of new vendors as per organizational guidelines.
• Monitor vendor performance and escalate issues to the Procurement Manager.

• Cost & Compliance

• Conduct basic market surveys and price benchmarking.
• Ensure procurement activities comply with organizational policies, donor regulations, and audit requirements.
• Support documentation for approvals, contracts, and payment records.

• Quality & Delivery

• Verify deliveries against purchase orders and report discrepancies.
• Ensure invoices are logged and handed over to finance/program teams within SLA.
• Track warranty claims and coordinate with vendors for replacements.

• Documentation & Transparency

• Maintain complete procurement files: RFQs, bids, POs, delivery notes, invoices.
• Update Master Indent Tracker daily.
• Ensure transparency and fairness in procurement processes.

• Logistics & Inventory

• Coordinate delivery schedules with program and field teams.
• Support GRN (Goods Received Note) preparation and asset data entry.

• Process Improvement

• Suggest workflow improvements observed during daily tasks.
• Attend procurement training sessions and apply learnings.
• Report risks (delays, quality issues, non-compliance) to supervisor immediately.

Reporting

• Reports to: Procurement Manager / Head of Administration
• Location: [Insert Office Location]
• Department: Administration & Procurement

Requirements

Qualifications & Skills

• Bachelor’s degree in commerce, Business Administration, or related field.
• 2–4 years of experience in procurement or supply chain operations.
• Knowledge of procurement policies, vendor management, and compliance requirements.
• Strong MS Excel and documentation skills.
• Good communication and negotiation abilities.
• Attention to detail and ability to work under timelines.