Job Description
1. Procurement Planning & Sourcing
- Evaluate and consolidate procurement requirements from all departments.
- Source materials locally and internationally in line with approved specifications.
- Obtain and evaluate a minimum of three quotations from approved suppliers.
- Negotiate pricing, payment terms, delivery schedules, and warranty conditions to achieve the best value for the Company.
- Escalate any price variations or significant changes to the CEO for approval.
2. Supplier Management & Documentation
- Liaise with suppliers to ensure timely issuance of LPOs and Proforma Invoices (PIs).
- Collect, verify, and manage supplier documentation, including invoices, packing lists, bills of lading, and certificates of conformance.
- Maintain accurate procurement records for audit and compliance purposes.
3. Imported Materials & Regulatory Compliance
- Ensure all imported materials comply with PVOC requirements or obtain SGS certification where exemptions do not apply.
- Verify SGS certificates include valid IDF and UCR numbers.
- Manage annual renewal of PVOC exemption lists and inclusion of new HS codes in line with EAC tariff codes.
- Apply for and renew Duty Remission Scheme (DRS) exemptions, including machinery exemptions.
4. IDF & Clearing Coordination
- Share shipment documents (invoices, packing lists, and bills of lading) with nominated clearing agents for IDF processing.
- Coordinate closely with clearing agents (Cargo Oceanic and Indus Logistics) to ensure smooth customs clearance.
5. Insurance & Bond Management
- Arrange insurance cover for all shipments once dispatched.
- Follow up with clearing agents to ensure timely bond cancellation to avoid penalties.
- Track bond timelines and ensure compliance with regulatory deadlines.
6. Local Procurement
- Prepare material usage schedules and seek CEO approval prior to local sourcing.
- Generate and issue LPOs for local suppliers in line with production plans.
- Ensure local purchases are conducted twice monthly and approved by the CEO and Finance.
- Monitor supplier deliveries to ensure timely availability of materials.
- Ensure ETR receipts are obtained and the Company’s correct KRA PIN is used for all local purchases.
7. ERP System & Inventory Management (NetSuite)
- Generate all LPOs in the NetSuite ERP system.
- Update purchase orders upon receipt of materials, whether partial or full.
- Maintain accurate stock levels and monitor reorder points to prevent shortages.
- Conduct monthly stock takes and reconcile physical inventory with system records.
- Perform regular inventory adjustments to reflect accurate material usage.
8. Reporting & Communication
- Provide regular procurement and inventory reports to management.
- Maintain professional, documented communication with suppliers and internal stakeholders.
- Ensure all procurement communications include relevant stakeholders as required.