Procurement Officer

KEY RESPONSIBILITIES

Procurement & Sourcing

• Implement procurement strategies and policies aligned to agency business objectives.
• Lead end-to-end procurement for marketing, creative, media, production, digital, events, and administrative needs.
• Source competitive quotations in line with company policies and Kenyan & Tanzanian procurement standards.
• Maintain an approved vendor list for all agency’s needs
• Prepare and issue purchase orders (POs) and ensure proper documentation.

Vendor & Supplier Management

• Identify, evaluate, and onboard reputable suppliers in Kenyan & Tanzanian.
• Build and manage long-term supplier partnerships and framework agreements
• Negotiate prices, credit terms, and service level agreements to ensure value for money.
• Monitor and evaluate vendor performance on quality, timelines, compliance, risk assessment and continuity planning
• Resolve supplier disputes and escalate service issues where necessary.

Contract & Compliance Management

• Ensure all procurement processes align with Kenyan & Tanzanian laws (where applicable), internal audit requirements, and company policies.
• Maintain accurate and auditable procurement records including RFQs, quotations, LPOs, delivery notes, contracts, and payment schedules.
• Manage procurement risks including supplier concentration, delivery failures, and compliance breaches.
• Work with the Finance team to ensure VAT compliance, ETR receipts, and proper financial documentation from suppliers.

Budgeting & Cost Control

• Support Client Service and Production teams with quotations and budget alignment for client projects.
• Track procurement spending to ensure adherence to project budgets, internal cost controls and savings achieved
• Identify opportunities for cost savings without compromising quality.

Cross-Departmental Collaboration

• Work closely with the agency departments to understand upcoming procurement needs.
• Coordinate procurement for marketing collateral, promotional materials, branded merchandise, media buying support, event setups, and production requirements.
• Ensure timely delivery of procured items to meet campaign and client timelines.

Reporting & Documentation

• Prepare monthly procurement status reports for management.
• Maintain a supplier database with up to date contact information, performance ratings, and contract details.
• Ensure proper documentation of all purchases for audit and tax purposes.
• Lead procurement related internal and external audit engagements.

QUALIFICATIONS & EXPERIENCE

Required Experience:

• Bachelor’s degree in supply chain management, Procurement or related field.
• Professional certification such as CIPS or membership with KISM (Kenya Institute of Supplies Management) is a strong advantage.
• 4 years’ experience in procurement, preferably within advertising, media, events, production, or a fast-paced Company in Kenya & Tanzania.
• Familiarity with Kenyan & Tanzanian tax requirements (VAT, ETR, withholding tax) when dealing with suppliers.
• Strong negotiation, vendor management, and contract management skills.
• Proficiency in procurement software and Microsoft Office tools.