Procurement officer (Admin/HR)

Role Description:

The Procurement Officer is responsible for sourcing, negotiating and procuring a wide range of materials and services required by the company, including labor accommodations, office supplies, and more. This role involves managing vendor relationships, processing purchase requisitions, ensuring timely delivery, and maintaining accurate records in ERP/ORACLE systems. The Procurement Officer will work closely with internal stakeholders and external vendors to ensure cost-effective, compliant, and high-quality procurement activities.

Responsibilities:

Procurement & Contract Management:

• Procure a wide range of office supplies including stationery, furniture, and pantry items, ensuring cost effectiveness and timely availability.

• Manage leasing of labor accommodations, Offices, Warehouses, Open land yards, ensuring compliance with contractual terms.

• Draft and manage Purchase Orders (POs), service agreements, and contract documentation in accordance with company procurement policies.

• Review departmental purchase requisitions, initiate vendor inquiries, and ensure alignment with organizational needs and standards.

• Conduct technical and commercial evaluations of supplier bids and submit procurement recommendations for management approval.

• Execute procurement transactions using ERP/Oracle systems, ensuring adherence to applicable taxation and statutory regulations.

• Verify deliveries and vendor invoices against Purchase Orders to ensure accuracy, completeness, and compliance with agreed terms.

Vendor Management & Development:

• Conduct vendor meetings to clarify specifications and assess capability.

• Develop and maintain a robust database of qualified suppliers.

• Monitor and evaluate vendor performance based on quality, delivery timelines, and service reliability.

Materials & Logistics Coordination:

• Maintain and manage material databases, especially for major and high-value projects.

• Coordinate with engineering teams and job sites to validate and process material requisitions.

• Track delivery schedules and align them with project timelines and technical drawings.

• Support site materials management by maintaining receiving logs and assisting with inventory tracking.

• Ensure efficient material flow between departments, vendors, and warehouses.

Reporting & Communication:

• Track and report on contract statuses, procurement metrics, and vendor performance indicators.

• Provide regular updates to stakeholders, including project managers and procurement leadership.

• Collaborate with shippers, forwarders, and clearing agents to ensure timely material availability.