Procurement Manager – Job Description
Position: Procurement Manager
Department: Administration / Operations
Job Purpose
To manage and optimize the procurement function of the institution by ensuring timely, cost-effective, and quality procurement of goods, services, equipment, infrastructure materials, IT assets, laboratory supplies, furniture, and other institutional requirements while maintaining compliance with organizational policies.
Key ResponsibilitiesStrategic Procurement
- Develop and implement procurement strategies aligned with institutional objectives.
- Forecast annual procurement requirements and prepare procurement plans.
- Identify cost-saving opportunities without compromising quality.
Vendor Management
- Identify, evaluate, onboard, and manage vendors and service providers.
- Maintain a qualified vendor database.
- Conduct vendor performance reviews and supplier audits.
- Build long-term relationships with key suppliers.
Purchasing & Contract Management
- Manage the end-to-end procurement cycle from requisition to payment.
- Obtain quotations, conduct comparative analyses, and negotiate pricing and terms.
- Prepare purchase orders, contracts, and service agreements.
- Ensure timely delivery of goods and services.
Inventory & Asset Management
- Monitor inventory levels for stationery, laboratory items, IT equipment, furniture, maintenance supplies, and other institutional resources.
- Coordinate with stores and departments to prevent stock shortages or overstocking.
- Support asset tracking and lifecycle management.
Budget & Cost Control
- Track procurement spending against approved budgets.
- Analyze procurement data and prepare cost-saving reports.
- Ensure value-for-money purchasing decisions.
Compliance & Documentation
- Ensure procurement activities comply with institutional policies and applicable regulations.
- Maintain procurement records, contracts, quotations, and audit documentation.
- Support internal and external audits.
Stakeholder Coordination
- Work closely with academic departments, administration, finance, maintenance, IT, and management teams.
- Resolve procurement-related issues and ensure timely support to stakeholders.
Required Qualifications
- Bachelor's degree in Commerce, Business Administration, Supply Chain Management, Engineering, or related field.
- MBA / PGDM in Supply Chain, Operations, or Procurement preferred.
- Professional certifications such as CIPS, CPSM, or equivalent are advantageous.
Experience
- 5–10+ years of procurement or supply chain experience.
- Experience in educational institutions, hospitals, or large organizations preferred.
- Proven experience in vendor management, negotiations, and procurement planning.
Key Skills
- Strategic sourcing
- Vendor management
- Contract negotiation
- Cost optimization
- Inventory management
- Budget control
- ERP/MS Excel proficiency
- Analytical and reporting skills
- Communication and stakeholder management
- Leadership and team management
KPIs
- Cost savings achieved
- Vendor performance scores
- Procurement cycle time
- On-time delivery rate
- Budget adherence
- Inventory availability and stock accuracy
- Audit and compliance performance
Work Location: In person
