Our client in the retail sector is seeking to recruit a Procurement and Supply Chain Officer who will report to the Retail Operations Manager. This role executes daily procurement and supply chain operations, including purchase order management, import documentation, and warehouse coordination.

The Officer ensures the accurate and timely flow of goods from supplier to store by managing logistics, resolving discrepancies, and maintaining clear communication with internal teams and external partners.

PROCUREMENT RESPONSIBILITIES

Supplier Sourcing and Relationship Management:

• Identify, evaluate and recommend suppliers that meet the procurement criteria for management review and onboarding approval.
• Negotiate with potential suppliers in terms of price, payment terms, volume, rebates and shipping costs.
• Build and maintain strong professional relationships with new and existing suppliers.

Import Logistics and Order Management:

• Manage the end-to-end import process, including coordinating with freight forwarders, customs brokers, and ensuring Incoterms compliance.
• Manage costs related to importation, including freight, duties, tariffs, and insurance.
• Manage the documentation trail for all imports, including certificates of analysis, origin, and phytosanitary certificates.

Regulatory Compliance and Documentation:

• Oversee the accurate and timely preparation of all import documentation (commercial invoices, packing lists, certificates of origin, etc).
• Liaise with relevant local authorities and third party agencies to ensure compliance with all food safety, import, and industry regulations.

Operational Management and Reporting:

• Document, track, and report on all procurement activities and transactions.
• Prepare, manage, and monitor the annual procurement budget.

Inventory Coordination and Quality Control:

• Coordinate closely with warehouse and logistics teams to plan inbound shipments, manage storage requirements, and ensure efficient clearance.
• Coordinate with the warehouse teams to monitor stock levels and facilitate timely replenishment orders.
• Work closely with warehouse operations to ensure proper storage, FIFO (First In, First Out) practices.
• Coordinate with Quality Control on the sampling, testing, and approval of incoming product shipments.

SUPPLY CHAIN AND ORDER FULFILLMENT RESPONSIBILITIES

Order Management and Execution:

• Receive, validate and convert shop orders into sales orders.
• Monitor real time stock levels to confirm availability and allocate inventory to specific shop orders.
• Liaise with warehouse supervisor to communicate order priorities, special instructions, and resolve any immediate discrepancies.

Logistics oordination and Store Communication:

• Coordinate with the logistics department to plan delivery schedule, and ensure the timely dispatch of orders to all retail stores.

Performance and Quality Management:

• Define, track, and analyse fulfilllment KPIs (order accuracy, on-time dispatch) implementating corrective actions to meet targets.
• Investigate and resolve routine fulfillment issues such as picking errors, delivery delays, or damaged goods in transit.

Returns and Analysis:

• Oversee the return process, ensuring efficient handling, credit issuance, and root cause analysis to minimise future returns.
• Analyse fulfillment and return data to identify trends and develop strategies for improvement.

Reporting:

• Prepare and present regular performance reports to management, providing insights and recommendations for operational enhancements.

Profile:

• Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, or a related field.
• Minimum 2 years of proven experience in purchasing and inventory management.
• Proficiency in Microsoft Office (word, excel and PowerPoint).
• Strong understanding of procurement processes, supplier management.
• Strong analytical, negotiation, and decision-making skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and manage multiple priorities.
• Attention to detail, integrity, and ethical conduct.