Procurement Officer

Key responsibilities

• Procurement Planning and Execution.
• Receive, review and consolidate purchase requisitions from production and other user departments to establish procurement requirements and priorities.
• Coordinate the sourcing and procurement of fabrics, trims, garment accessories, packaging materials and other production inputs in line with approved specifications and production schedules.
• Prepare and process purchase orders in accordance with approved requisitions, budgets and procurement procedures.
• Monitor procurement lead times and follow up on outstanding orders to ensure materials are delivered within the required production timelines.
• Coordinate with production and stores teams to anticipate material requirements and minimise production disruptions arising from material shortages.
• Maintain an effective procurement schedule and provide regular updates on order status, delivery timelines and potential supply constraints.
• Supplier Sourcing and Relationship Management.
• Identify, evaluate and recommend reliable suppliers and manufacturers of fabrics, trims, garment accessories and other production materials.
• Conduct supplier market research to identify competitive sources, alternative suppliers and emerging market opportunities.
• Obtain and evaluate supplier quotations based on price, quality, specifications, lead times, reliability and payment terms.
• Negotiate competitive prices, favourable payment terms, delivery schedules and other commercial conditions.
• Maintain an updated supplier database and records of supplier capabilities, pricing, performance and compliance documentation.
• Develop and maintain productive working relationships with suppliers to support consistent supply, quality and service delivery.
• Monitor supplier performance and escalate recurring issues relating to quality, pricing, delivery delays or service reliability.
• Textile Materials and Quality Management.
• Apply practical knowledge of different fabric types, textile compositions, GSM (grams per square metre), fabric construction, finishes, colours and other relevant technical specifications when sourcing materials.
• Verify that procured fabrics, trims and accessories conform to approved samples, technical specifications and quality standards.
• Liaise with production and quality assurance teams to clarify material specifications and resolve discrepancies between ordered and delivered materials.
• Coordinate the submission and evaluation of fabric samples, swatches and other material samples before purchase approval where necessary.
• Follow up on rejected, defective or non-conforming materials and coordinate corrective action, replacements or supplier claims.
• Maintain accurate records of approved material specifications, samples and supplier quality assessments.
• Inventory and Cost Management.
• Monitor stock levels and coordinate with stores and production teams to establish replenishment requirements.
• Ensure procurement activities are aligned with production consumption rates, approved stock levels and operational requirements.
• Identify opportunities to reduce procurement costs through effective sourcing, price negotiations, bulk purchasing and supplier consolidation.
• Monitor material prices and market trends to support cost-effective procurement decisions.
• Minimise excess purchasing, material obsolescence, unnecessary stock accumulation and emergency procurement.
• Support the reconciliation of purchase orders, delivery notes, goods received notes and supplier invoices.
• Monitor procurement expenditure against approved budgets and report material cost variances.

Candidate requirements

• Location Nairobi
• Job Field Procurement / Store-keeping / Supply Chain &nbsp.

Required skills