Procurement Officer

Key Responsibilities:

Procurement Planning and Coordination

Receive and review material and service requisitions from project managers, site engineers, construction supervisors, warehouse personnel, and other authorized departments.

Verify that requisitions are complete, justified, properly specified, and approved before initiating procurement.

Coordinate with project teams to understand project schedules, material requirements, technical specifications, and delivery deadlines.

Prepare procurement plans and purchasing schedules based on project needs, available stock, approved budgets, and expected consumption.

Coordinate with the warehouse to confirm stock availability and avoid unnecessary purchases.

Identify long-lead items and initiate procurement early to prevent project delays.

Consolidate purchasing requirements where practical to achieve better pricing and reduce transportation costs.

Supplier Sourcing and Evaluation

Identify, research, and develop a reliable network of suppliers, manufacturers, distributors, contractors, and service providers in Ghana and, where necessary, internationally.

Request quotations from qualified suppliers and ensure quotations meet the required specifications.

Compare suppliers based on price, product quality, availability, delivery time, payment terms, warranty, after-sales service, and reliability.

Verify supplier credentials, business details, references, and relevant documentation as appropriate.

Maintain an updated supplier database containing contact details, product categories, pricing history, and performance records.

Conduct periodic supplier evaluations and recommend approved suppliers to management.

Identify alternative suppliers and sourcing options to reduce supply risks and dependency on a single vendor.

Price Negotiation and Cost Control

Negotiate competitive prices, discounts, payment terms, delivery charges, warranties, and other commercial conditions.

Ensure purchases offer the best overall value rather than selecting suppliers solely on the lowest quoted price.

Monitor market prices for construction materials such as cement, steel, sand, aggregates, blocks, timber, roofing materials, electrical supplies, plumbing materials, and finishing products.

Compare quotations against previous purchases, prevailing market rates, approved budgets, and project estimates.

Identify opportunities to reduce procurement costs without compromising quality, safety, or project specifications.

Prepare cost comparisons and purchasing recommendations for management approval.

Monitor price variations and report significant increases, shortages, or unusual supplier pricing.

Ensure that purchases remain within approved budgets and authorization limits.

Purchase Orders and Procurement Documentation

Prepare purchase orders (POs) based on approved requisitions, selected quotations, and authorized purchasing decisions.

Ensure purchase orders clearly specify quantities, item descriptions, technical specifications, unit prices, total costs, delivery locations, delivery dates, payment terms, and other relevant conditions.

Obtain the necessary approvals before issuing purchase orders to suppliers.

Share approved purchase orders with relevant stakeholders, including the warehouse, accounts, logistics, and project teams, as required by company procedures.

Maintain complete and organized records of requisitions, quotations, comparative statements, approvals, purchase orders, supplier invoices, delivery notes, and contracts.

Track purchase orders from approval through delivery and final documentation.

Ensure changes to quantities, prices, specifications, or delivery terms are properly documented and authorized.

Support management in maintaining a transparent and auditable procurement process.

Supplier Follow-Up and Delivery Coordination

Follow up with suppliers to confirm purchase order acceptance, stock availability, dispatch dates, and expected delivery timelines.

Coordinate deliveries with warehouse personnel, site engineers, project managers, and logistics teams.

Ensure suppliers deliver materials to the correct warehouse or construction site within agreed timelines.

Monitor outstanding purchase orders and identify potential delivery delays before they affect project schedules.

Communicate delivery updates and anticipated shortages to relevant departments.

Coordinate the resolution of delayed deliveries, incorrect quantities, defective goods, and non-compliant materials.

Arrange replacements, returns, credit notes, or other corrective actions when required.

Maintain a record of supplier delivery performance and recurring supply issues.

Quality and Specification Compliance

Ensure procured materials meet the technical specifications, approved brands, quantities, quality standards, and project requirements stated in the requisition or contract.

Obtain technical data sheets, certificates of conformity, test certificates, warranties, and other supporting documents when required.

Coordinate with project engineers, consultants, quality-control personnel, or other technical specialists when evaluating materials that require technical approval.

Ensure substitutions or changes to approved materials receive the necessary technical and management approval before purchase.

Work with warehouse personnel to verify delivered goods against purchase orders and delivery documentation.

Assist in resolving quality-related disputes with suppliers and ensure rejected materials are replaced or otherwise addressed in accordance with the purchase terms.

Procurement Budgeting and Reporting

Maintain an updated procurement tracking register showing requisitions, purchase orders, committed costs, delivery status, and outstanding items.

Prepare weekly or monthly procurement reports for management.

Report total purchasing commitments, expenditure against budgets, pending orders, supplier delays, and cost-saving opportunities.

Support project budget monitoring by comparing procurement costs against estimates and approved budgets.

Maintain historical purchasing data to support future budgeting, forecasting, and price comparisons.

Identify procurement risks, supply shortages, and potential cost overruns, andrecommend corrective action.

Provide procurement records and supporting documents for internal and external audits.

Supplier Relationship Management

Maintain professional and transparent working relationships with suppliers and service providers.

Communicate the company's purchasing requirements, delivery expectations, quality standards, and payment procedures clearly.

Monitor supplier performance in terms of quality, price, reliability, delivery time, and responsiveness.

Address supplier complaints, disputes, and performance concerns professionally.

Support negotiations of framework agreements, supply contracts, credit facilities, and agreed pricing arrangements where authorized.

Develop long-term supplier relationships that improve availability, purchasing efficiency, and commercial terms.

Ethics, Compliance, and Internal Controls

Follow company procurement policies, approval procedures, budget limits, and delegated authority requirements.

Maintain transparency and fairness in supplier selection and quotation evaluation.

Avoid conflicts of interest and disclose any actual or potential conflicts to management.

Never solicit or accept unauthorized commissions, kickbacks, gifts, or personal benefits from suppliers.

Protect confidential company information, supplier quotations, negotiated prices, and contractual terms.

Ensure procurement decisions are supported by appropriate documentation and approvals.

Support compliance with applicable Ghanaian laws, tax and invoicing requirements, and relevant contractual and regulatory obligations.

Report suspected fraud, collusion, overpricing, unauthorized purchases, or procurement irregularities to management.

Cross-Departmental Coordination

Work closely with project managers, site engineers, warehouse personnel, accounts and finance, logistics, and senior management.

Coordinate with the warehouse to confirm stock availability and reconcile delivered quantities against purchase orders.

Liaise with accounts and finance to verify invoices, resolve discrepancies, and support payment processing according to approved company procedures.

Coordinate with technical teams to clarify specifications and obtain approvals for specialized materials or equipment.

Participate in project planning meetings when procurement schedules, material availability, or supplier issues may affect project delivery.

Perform other procurement and supply-chain duties assigned by management.

Qualifications and Requirements:

Educational Qualifications

Minimum of a bachelor's degree or HND in Procurement and Supply Chain Management, Purchasing and Supply, Logistics, Business Administration, or a related field.

Relevant professional procurement qualifications or membership in a recognized professional body are an advantage.

Training in contract management, inventory management, negotiation, or supply-chain operations is an added advantage.

Work Experience

Minimum of 3 years of relevant experience in procurement, purchasing, or supply-chain operations.

Experience working with a construction company, engineering firm, building-materials supplier, or infrastructure project is strongly preferred.

Practical experience sourcing construction materials, comparing quotations, negotiating prices, preparing purchase orders, and following up on deliveries.

Experience working with suppliers and contractors in the Ghanaian market is an advantage.

Experience handling procurement budgets, supplier evaluations, cost comparisons, and procurement reporting is required.

Familiarity with procurement documentation, invoice verification, and internal purchasing controls.

Technical Skills

Strong understanding of procurement procedures, sourcing methods, supplier evaluation, and purchasing controls.

Ability to prepare requests for quotations, bid comparison sheets, purchase orders, and procurement reports.

Good knowledge of construction materials, tools, equipment, and building-project requirements.

Strong Microsoft Excel skills, including quotation comparisons, cost analysis, purchasing trackers, and reporting.

Proficiency in Microsoft Word, email, and other standard office applications.

Familiarity with procurement software, ERP systems, or inventory management systems is an advantage.

Ability to analyze prices, payment terms, supplier performance, and total purchasing costs.

Basic understanding of construction drawings, technical specifications, bills of quantities (BOQs), and material schedules is an advantage.

Good understanding of documentation controls and procurement audit requirements.

Personal Competencies

High integrity, honesty, and professional ethics.

Strong negotiation, communication, and interpersonal skills.

Excellent organizational and record-keeping abilities.

Strong numerical, analytical, and problem-solving skills.

Attention to detail when reviewing prices, specifications, quantities, and contractual terms.

Ability to prioritize urgent project requirements and work under pressure.

Proactive approach to supplier follow-up and resolving procurement challenges.

Ability to work independently while coordinating effectively with different departments.

Strong accountability, sound judgment, and commitment to cost efficiency.

Key Performance Indicators (KPIs)

Performance will be assessed based on the following:

Cost savings and purchasing efficiency: Demonstrated savings and competitive pricing without compromising quality or project requirements.

On-time delivery: Percentage of procured materials delivered within agreed timelines.

Procurement turnaround time: Time taken to process approved requisitions and issue purchase orders.

Budget compliance: Procurement expenditure and commitments maintained within approved budgets.

Supplier performance: Supplier reliability, delivery accuracy, product quality, and responsiveness.

Quality and specification compliance: Percentage of deliveries meeting approved specifications, with minimal rejection or replacement.

Documentation accuracy: Completeness and accuracy of requisitions, quotations, approvals, purchase orders, and procurement records.

Outstanding purchase order management: Timely follow-up and resolution of pending or overdue orders.

Internal stakeholder satisfaction: Responsiveness to project, warehouse, finance, and operational requirements.

Procurement compliance: Adherence to approval limits, procurement procedures, ethical standards, and audit requirements.

Authority and Accountability

The Procurement Officer is responsible for sourcing suppliers, obtaining quotations, evaluating offers, negotiating commercial terms, preparing purchase orders, and coordinating purchasing activities within the company's approved procurement procedures.

The officer may recommend suppliers and purchasing decisions but must obtain the required authorization before committing company funds or confirming purchases.

The Procurement Officer must not independently approve their own purchase requests, exceed delegated purchasing limits, authorize unapproved substitutions, alter agreed purchase terms without approval, or approve supplier payments outside their authority.

All purchases must be supported by approved requisitions and purchase orders, except where a documented emergency procurement procedure has been authorized by management.

The Procurement Officer is accountable for the transparency, accuracy, timeliness, and cost- effectiveness of procurement activities and for promptly reporting irregularities, delivery risks, budget overruns, and supplier non-compliance.

Working Conditions

Full-time position based at the company's office, with visits to warehouses, supplier premises, and construction sites as required.

May require local travel within Ghana to meet suppliers, inspect materials, or coordinate urgent purchases.

Occasional work outside standard office hours may be necessary to support urgent project requirements, subject to company policy and applicable Ghanaian labour requirements.

Must comply with company safety procedures when visiting warehouses, construction sites, and supplier facilities.

Location: Accra

Salary: Attractive

Requirements

Jobberman Third Party is a recruitment and talent acquisition account that connects qualified professionals with career opportunities on behalf of a wide range of employers across Ghana.

Through this account, we advertise verified job opportunities for organizations across various industries and job functions, helping employers find the right talent while making it easier for job seekers to discover quality employment opportunities.

Our focus is to deliver a professional, transparent, and efficient recruitment experience by matching candidates with roles that align with their skills, qualifications, and career aspirations.

Whether you are starting your career or seeking your next opportunity, Jobberman Ghana Third Party provides access to diverse roles with reputable employers through a trusted recruitment process.

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