Procurement Specialist

Coptic Orphans

Procurement Specialist Purpose of the Job The Procurement Specialist supports day-to-day procurement operations, covering supplier sourcing, purchase order management, contract administration, and vendor coordination. The role partners with internal departments and suppliers to ensure timely, accurate, and policy-compliant procurement outcomes. Essential Functions and Responsibilities Procurement Planning Conduct market research to gather pricing data, identify qualified suppliers, and assess their fit for procurement requirements. Monitor market trends and pricing and escalate cost-saving opportunities to the direct manager. Vendor Management Participate in supplier evaluation and negotiations, supporting competitive terms across categories such as hospitality, logistics, and third-party services. Support supplier performance tracking on delivery, quality, and reliability, escalating issues as needed. Ensure procurement activities comply with internal policies and applicable regulations Draft procurement agreements for suppliers without formal contracts, defining deliverables, pricing, timelines, and service expectations for approval. Purchasing Execution Review supplier contracts before approval, verifying alignment with policies, budgets, and stakeholder requirements. Process and track purchase orders through the full cycle, verifying receipts against delivery notes and invoices, and following up with suppliers to resolve discrepancies and ensure on-time delivery. Maintain organized records of procurement transactions, contracts, and supplier communications by document management standards. Financial & Cost Management Coordinate with internal departments to gather requirements and identify cost-effective sourcing options. Negotiate pricing and terms with suppliers and document outcomes for review and reporting.