Procurement Officer

Company: Apex Confectionery P.L.C.

Department: Supply Chain / Procurement

Reports To: Supply Chain & Procurement Manager

Job Grade: As per the Company's Salary Scale

Duty Station: Factory Head Office

Employment Type: Full-Time

1. Job Purpose

The Procurement Officer is responsible for planning, sourcing, negotiating, purchasing, and ensuring the timely delivery of raw materials, packaging materials, machinery spare parts, maintenance items, office supplies, and services required for the continuous operation of the gum confectionery manufacturing plant. The position ensures procurement activities are conducted efficiently, economically, transparently, and in compliance with company policies while maintaining quality, cost, and delivery standards.

2. Key Responsibilities

A. Procurement Planning

• Prepare annual, quarterly, monthly, and weekly procurement plans.
• Consolidate departmental purchase requests.
• Verify purchase requisitions for completeness and authorization.
• Prioritize procurement based on production schedules.
• Monitor procurement lead times to prevent production interruptions.
• Maintain an updated procurement schedule.

B. Purchasing Operations

• Source qualified suppliers for materials and services.
• Obtain quotations from multiple suppliers in accordance with company policy.
• Evaluate quotations based on quality, price, delivery time, and supplier capability.
• Prepare comparative quotation analysis reports.
• Negotiate prices, payment terms, warranties, and delivery schedules.
• Prepare purchase orders and obtain the required approvals.
• Follow up with suppliers to ensure on-time delivery.
• Coordinate with warehouse staff during receipt of purchased items.
• Ensure all procurement documentation is complete and properly filed.

C. Supplier Management

• Identify and evaluate new suppliers.
• Maintain an approved supplier database.
• Conduct supplier performance evaluations.
• Build long-term relationships with reliable suppliers.
• Resolve supplier performance issues.
• Monitor supplier compliance with contractual obligations.
• Recommend supplier additions or removals based on performance.

D. Inventory Coordination

• Coordinate with the warehouse to monitor stock levels.
• Ensure minimum and maximum stock levels are maintained.
• Prevent stock shortages and overstocking.
• Participate in annual and periodic inventory counts.
• Verify procurement records against inventory records.

E. Cost Control

• Obtain competitive prices.
• Identify cost-saving opportunities.
• Monitor market price trends.
• Reduce unnecessary purchasing costs.
• Prepare procurement cost reports.

F. Contract Administration

• Assist in preparing supplier agreements.
• Monitor contract compliance.
• Track contract expiry dates.
• Coordinate contract renewals.

G. Documentation

Maintain complete records of:

• Purchase Requisitions (PR)                                       - Purchase Orders (PO)
• Requests for Quotation (RFQ)                                   - Delivery Notes
• Quotations                                                                  - Goods Receiving Notes (GRN)
• Comparative Analysis Sheets                                     - Supplier Contracts
• Supplier Evaluation Reports                                       - Procurement Reports

H. Compliance

Ensure compliance with:

• Company Procurement Policy
• Delegation of Authority
• Financial Procedures
• Food Safety Standards
• Quality Management System
• Audit Requirements
• Ethiopian commercial and tax regulations
• Occupational Health and Safety requirements

3. Decision-Making Authority

The Procurement Officer may:

• Recommend suppliers.
• Recommend purchase awards.
• Negotiate within approved limits.
• Recommend supplier suspension.
• Approve routine procurement activities within delegated authority.

4. Key Performance Indicators (KPIs)

Performance will be measured using:

• On-time purchase order completion (%)
• Supplier on-time delivery rate (%)
• Purchase cost savings (ETB)
• Procurement cycle time (days)
• Number of stock-out incidents
• Number of emergency purchases
• Supplier performance rating
• Purchase order accuracy (%)
• Compliance with procurement procedures
• Procurement documentation accuracy
• Internal customer satisfaction
• Inventory availability (%)

5. Working Relationships

Internal                                                                           External

• Managing Director                                                             - Suppliers
• Finance Department                                                           - Manufacturers
• Production Department                                                      - Importers
• Quality Control Department                                              - Transport companies
• Warehouse                                                                         - Government offices
• Human Resources                                                              - Sales & Marketing
• Engineering & Maintenance                                              -  Customs agents

                                                                                           - Service providers

1. Working Conditions

• Office-based with regular visits to the warehouse and production areas.
• Frequent travel to supplier sites and local markets.
• Occasional overtime to meet urgent procurement requirements.
• Participation in annual inventory activities.

7. Authority Limits

The Procurement Officer may:

• Obtain supplier quotations.
• Recommend suppliers for approval.
• Prepare purchase orders.
• Conduct supplier negotiations within approved authority.
• Coordinate procurement activities with user departments.
• Recommend contract awards subject to management approval.

8. Health, Safety, and Food Safety Responsibilities

The Procurement Officer shall:

• Follow all occupational health and safety requirements.
• Comply with food safety standards applicable to purchased materials.
• Ensure suppliers provide required quality certifications.
• Report unsafe practices or non-conforming materials immediately.
• Support GMP (Good Manufacturing Practices), HACCP, and other food safety programs where applicable.

9. Key Deliverables

• Annual Procurement Plan
• Monthly Procurement Report
• Supplier Performance Evaluation Report
• Purchase Order Register
• Cost Saving Report
• Procurement KPI Report
• Approved Supplier List
• Market Price Analysis Report
• Inventory Support Report