Logistics & Procurement Officer

Procurement Management

· Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services

· Liaise with the Project staff to get the required specifications for the equipment and advise the concerned teams.

· Manage and ensure timely purchase and delivery of equipment and consumables keeping to the policies and procedures of the procurement policy 

· Process vendor payments accurately and on time

· Prepare Pro-forma invoice and contract documents for necessary approvals

Vendor/Supplier Management

· Establish and update supplier database for both medical and non-medical materials

· Negotiate favourable supplier agreements for supplies as well as services that will be demanded on a regular basis.

· Build relationships with existing vendors and identify new vendors to service emerging needs

· Analyse and qualify suppliers in accordance with the Company’s policy.

· Maintain a list of prequalified suppliers for the range of Company’s goods and services

· Resolve receiving discrepancies with supply vendors

Logistics Management

l Upload Form M on the CBN Single Window Trade Portal after crosschecking the information on the Proforma Invoice to ensure correctness.

l Form M amendment, extension of tenure, cancellation, purchase order validation and approval.

l Apply for Import Permit in SON Portal for unregistered products to enable Form M processing and subsequent activation of the Import Permit in SON Portal for PAAR processing.

l Preparation of Marine Insurance, NAFDAC Simulation, Customs Duty payment in line with ECOWAS C.E.T, activation of SONCAP Certificates and following up on same.

l Manage correspondences with Supplier and ensuring corrections are made where necessary before invoice is processed

l Vet and submit shipping documents to assigned bank for PAAR generation and following up for prompt response.

l Follow up on assigned clearing agents, shipping companies and terminal operators to ensure speedy clearing process.

l Update records in the Logistics Master File (LMF), tracking of shipments on-line to confirm their ETA/ ATA.

l Probe job updates from assigned clearing agents and ensure all bottlenecks in the clearing process are resolved on time.

l Make export booking for allocation of containers and follow up with shipping company for payments.

l Regular stock counting in the various warehouses, monitoring the incoming and outgoing of goods.

l Review bill of lading and way bill for correctness

Quality Control

· Develop and implement policies, procedures and processes to maintain the efficiency of operations

· Advise on and ensure compliance with procurement procedures and processes

· Ensure accuracy of equipment and product specification for importation

· Adhere to ISO Quality System framework

· Ensure high quality of goods purchased and received

· Conduct Supplier Assessment and Evaluation accurately and within agreed timelines

Report Writing

· Maintaining project documentation such as plan and reports, assigning tasks and controlling schedule

· Prepare weekly requisition status reports providing the most updated information about the status of each requisition;

· Prepare reports on assessments of bids received.

· Highlight sourcing issues for management's action.

Odoo Software

· Update POs, invoices and credit requests on the Odoo software

· Ensure information on the software is accurate and up to date

Database/Records Management

· Add, verify, make updates and input vendors data into the ERP as needed

· Gather feedback on the efficiency of current sourcing plans.

· Maintain procurement database and documentation.

· Maintain sourcing documentation in the procurement management system.

· Maintain vendor information and records.

Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible