Malaika Camps & Lodges

Job Summary:

The Procurement Officer is responsible for sourcing, negotiating, and purchasing goods, supplies, and services required for the business. This role ensures that the company secures the best quality products at the most competitive prices while maintaining optimal stock levels to support uninterrupted business operations (e.g., food supplies, stationery, or general shop inventory).

Key Responsibilities:

Sourcing & Supplier Management:

• Identify reliable suppliers and vendors for goods and services.
• Build and maintain strong relationships with existing suppliers.
• Evaluate supplier performance based on price, quality, and delivery speed.

Purchasing:

• Process purchase orders accurately and ensure timely delivery of goods.
• Negotiate contracts, pricing, and terms with suppliers to achieve cost savings.
• Ensure all purchases are within budget and authorized by management.

Inventory Control:

• Monitor stock levels to prevent overstocking or stock-outs.
• Conduct regular physical stock counts and reconcile with inventory records.
• Coordinate with the storekeeper/kitchen/operations team to forecast inventory needs.

Quality Assurance:

• Inspect incoming goods to ensure they meet quality and quantity standards.
• Handle returns, exchanges, or disputes with suppliers regarding defective or incorrect items.

Record Keeping:

• Maintain accurate procurement records, including invoices, receipts, and supplier contracts.
• Prepare regular procurement reports for management review.

Qualifications & Requirements:

Education:

Bachelor's Degree/Diploma in Procurement, Supply Chain Management, Business Administration, or a related field. (CIPS certification is an added advantage).

Experience:

2+ years of experience in procurement, purchasing, or supply chain, preferably in retail, hospitality, or FMCG.

Skills:

• Strong negotiation and communication skills.
• Proficiency in Microsoft Office (Excel, Word) and inventory management software.
• High level of integrity and honesty.
• Strong analytical and problem-solving abilities.

• Identify reliable suppliers and vendors for goods and services.
• Build and maintain strong relationships with existing suppliers.
• Evaluate supplier performance based on price, quality, and delivery speed.
• Process purchase orders accurately and ensure timely delivery of goods.
• Negotiate contracts, pricing, and terms with suppliers to achieve cost savings.
• Ensure all purchases are within budget and authorized by management.
• Monitor stock levels to prevent overstocking or stock-outs.
• Conduct regular physical stock counts and reconcile with inventory records.
• Coordinate with the storekeeper/kitchen/operations team to forecast inventory needs.
• Inspect incoming goods to ensure they meet quality and quantity standards.
• Handle returns, exchanges, or disputes with suppliers regarding defective or incorrect items.
• Maintain accurate procurement records, including invoices, receipts, and supplier contracts.
• Prepare regular procurement reports for management review.

• Strong negotiation and communication skills.
• Proficiency in Microsoft Office (Excel, Word) and inventory management software.
• High level of integrity and honesty.
• Strong analytical and problem-solving abilities.

• Bachelor's Degree/Diploma in Procurement, Supply Chain Management, Business Administration, or a related field. (CIPS certification is an added advantage).
• 2+ years of experience in procurement, purchasing, or supply chain, preferably in retail, hospitality, or FMCG.