The Purchasing Specialist is responsible for managing procurement processes to ensure timely, cost-effective, and compliant acquisition of goods and services. This includes initiating and processing local and foreign orders, coordinating tenders, maintaining supplier documentation, and supporting project procurement in line with company policies and procedures. The role also provides backup support to the Purchasing Manager when required.

Key Responsibilities

• Initiate and process foreign purchase orders through the regional office.
• Issue tender and quotation requests for capital projects and outsourced services.
• Liaise with user departments to resolve queries raised by the regional office regarding requisitions.
• Ensure all new suppliers provide KYC documents and forward approved documentation to the Accountant for ERP installation.
• Process supplier contracts in the ERP system for approval.
• Provide supplier and service provider details to the Compliance Department for due diligence.
• Coordinate order processing through the regional office and facilitate deliveries in collaboration with Stores and User Departments.
• Submit capital project orders routed through the regional office and oversee delivery coordination.
• Handle local order processing in compliance with company policies.
• Initiate and manage tenders for construction and other operational projects, including organizing site visits and tender opening sessions.
• Monitor open Purchase Orders POs older than six months, investigate delays, and take corrective actions.
• Deputize for the Purchasing Manager when required.

Requirements

Professional and Academic Qualifications

• Bachelor’s Degree in Purchasing & Supplies Management or related field.
• CPA K and/or CIPS Certification required.
• CIPS accreditation.
• At least 5 years experience in a busy multi-cultural environment.

Required Skills and Competencies

• Strong knowledge of procurement processes, tendering, and contract management.
• Proficiency in ERP systems and Microsoft Office applications.
• Excellent negotiation, vendor management, and supplier relationship skills.
• Strong understanding of procurement compliance and due diligence requirements.
• Analytical and problem-solving skills with attention to detail.
• Ability to manage multiple tasks and meet tight deadlines.
• Effective communication and interpersonal skills for stakeholder engagement.
• High level of integrity, professionalism, and accountability.
• Ability to work independently and as part of a team.