PROCUREMENT OFFICER – Superstore

Job Description & Skills/Qualifications Required

Procurement Officer (Purchasing)

Qualifications:

Diploma/Bachelors Degree in Commerce

Experience Requirement:
• Minimum of 1 years in a purchasing or procurement role.
• Experience with supplier negotiations and contract management.
• Familiarity with Fiji’s procurement regulations and customs processes.

Job Summary:
The Procurement Officer is responsible for purchasing goods, materials, and services required by the organization while ensuring the best value, quality, and timeliness. This role involves identifying reliable suppliers, negotiating contracts, managing purchase orders, and ensuring compliance with procurement standards and policies. The officer
will work closely with various departments to understand their purchasing needs and facilitate smooth supply chain operations.

Key Responsibilities:

1. Procurement and Purchasing
   • Purchase goods, materials, and services required for the organization’s operations.
   • Ensure all procurement activities align with budget constraints and operational needs.
   • Monitor and manage purchase requisitions, issue purchase orders, and track delivery schedules.
   • Ensure the quality and quantity of purchased items meet organizational standards.
2. Supplier Management
   • Identify and establish relationships with reliable suppliers locally and internationally.
   • Negotiate contracts and agreements to secure favorable terms and cost savings.
   • Maintain an updated database of suppliers, pricing, and service levels.
   • Evaluate supplier performance regularly to ensure consistency in quality and delivery timelines.
3. Market Research and Cost Analysis
   • Conduct market research to identify new suppliers, assess pricing trends, and analyze market conditions.
   • Source alternative suppliers to reduce costs and mitigate supply chain risks.
   • Perform cost-benefit analyses to ensure cost-effective purchasing decisions.
4. Inventory and Stock Management
   • Collaborate with inventory teams to determine stock levels and prevent overstocking or shortages.
   • Coordinate replenishment orders to ensure timely availability of required materials.
   • Support the implementation of inventory management practices to optimize storage and reduce waste.
5. Compliance and Record-Keeping
   • Ensure compliance with Fiji’s procurement regulations and organizational policies.
   • Maintain accurate records of purchases, invoices, contracts, and delivery receipts.
   • Prepare reports on procurement activities, including spend analysis, cost savings, and supplier performance.
6. Risk Management
   • Assess risks associated with procurement, such as delivery delays or price fluctuations, and develop mitigation strategies.
   • Ensure suppliers comply with safety and quality standards for goods and services.
   • Address any issues related to defective or non-compliant goods.
7. Cross-Functional Collaboration
   • Work with internal departments to understand purchasing requirements and priorities.
   • Coordinate with finance teams to process payments and resolve invoicing discrepancies.
   • Collaborate with logistics teams to manage the transportation and storage of purchased items.

Key Skills:

• Strong negotiation and communication skills.
  • Excellent time management and organizational abilities.
  • Analytical skills for evaluating supplier offers and market conditions.
  • Knowledge of procurement software and inventory management tools.
  • Proficiency in Microsoft Office, particularly Excel.
  • Attention to detail and ability to manage multiple purchasing tasks simultaneously.