Executive – Procurement

Position Overview

• The Procurement Executive will be responsible for supporting
• the organization’s procurement operations, ensuring timely sourcing, vendor
• coordination, compliance with policies, and smooth delivery of goods and
• services. The role demands attention to detail, documentation accuracy, and
• effective communication with internal teams and external vendors.

Key Responsibilities

Procurement

Operations

Assist

in preparing procurement plans based on indents and requirements.

Source

quotations, prepare bid comparison sheets, and support vendor selection.

Maintain

procurement trackers and ensure timely updates.

Vendor

Management

Coordinate

with vendors for quotations, deliveries, and exchanges.

Support

onboarding of new vendors as per organizational guidelines.

Monitor

vendor performance and escalate issues to the Procurement Manager.

Cost

& Compliance

Conduct

basic market surveys and price benchmarking.

Ensure

procurement activities comply with organizational policies, donor

regulations, and audit requirements.

Support

documentation for approvals, contracts, and payment records.

Quality

& Delivery

Verify

deliveries against purchase orders and report discrepancies.

Ensure

invoices are logged and handed over to finance/program teams within SLA.

Track

warranty claims and coordinate with vendors for replacements.

Documentation

& Transparency

Maintain

complete procurement files: RFQs, bids, POs, delivery notes, invoices.

Update

Master Indent Tracker daily.

Ensure

transparency and fairness in procurement processes.

Logistics

& Inventory

Coordinate

delivery schedules with program and field teams.

Support

GRN (Goods Received Note) preparation and asset data entry.

Process

Improvement

Suggest

workflow improvements observed during daily tasks.

Attend

procurement training sessions and apply learnings.

Report

risks (delays, quality issues, non-compliance) to supervisor immediately.

Reporting

Reports

to: Procurement Manager / Head of Administration

Location

[Insert Office Location]

Department

Administration & Procurement

Requirements

Qualifications & Skills

Bachelor’s

degree in commerce, Business Administration, or related field.

2–4

years of experience in procurement or supply chain operations.

Knowledge

of procurement policies, vendor management, and compliance requirements.

Strong

MS Excel and documentation skills.

Good

communication and negotiation abilities.

Attention

to detail and ability to work under timelines.