The Procurement Officer will report to the Finance Manager and play a key role in managing all procurement activities across Nkhotakota Wildlife Reserve. The position is responsible for ensuring the timely, cost-effective and compliant acquisition of goods, works and services, while supporting supplier management, tender processes, inventory oversight and compliance with organizational procurement policies and donor requirements.

DUTIES & RESPONSIBILITIES INCLUDE (but not limited to):

PROCUREMENT COORDINATION

• Coordinate purchase requisitions, generate PRs, and ensure completeness in line with African Parks procurement SOPs.
• Track approved procurement requests, follow up on progress, and provide status updates to relevant departments.
• Source quotations, support bid evaluations, compile quotation analyses, and prepare procurement recommendations within approved thresholds.

PURCHASE ORDERS, APPROVALS & CONTRACTING

• Prepare, issue and monitor Purchase Orders for approved procurements, ensuring supplier confirmations are obtained.
• Facilitate procurement approvals in line with delegated authority levels and segregation-of-duties requirements.
• Maintain accurate procurement records and assist with supplier agreements and service contracts using approved templates.

SUPPLIER MANAGEMENT

• Maintain the Approved Supplier Register and supplier records, including statutory documentation and due diligence information.
• Support supplier onboarding, evaluations and performance monitoring against quality, delivery, responsiveness and compliance standards.
• Escalate supplier performance concerns and support negotiations on pricing, delivery schedules and contract terms.
• Conduct periodic benchmarking and identify opportunities for cost savings and procurement efficiencies.

SYSTEMS, RECORDS & AUDIT COMPLIANCE

• Capture procurement transactions in My Stock and ensure inventory, consumables and asset classifications are accurate.
• Maintain complete, accurate and audit-ready procurement documentation and tracking records.
• Prepare procurement compliance reports and support internal, donor and external audit processes.
• Support Electronic Invoicing System requirements with MRA and coordinate with Stores personnel on stock movement reconciliations.

DELIVERY, RECEIPTING & ASSET CONTROL

• Verify that goods received conform to approved specifications and support preparation of Goods Received Notes.
• Resolve discrepancies, shortages, quality concerns and supplier returns in coordination with Stores and user departments.
• Ensure procured assets, including donor-funded assets, are properly recorded, tagged and registered in My Stock.

DONOR COMPLIANCE

• Support compliance with donor procurement requirements, approvals, reporting obligations and project documentation standards.

FINANCIAL INTEGRITY & ANTI-CORRUPTION

• Uphold African Parks’ Anti-Corruption Policy, declare and avoid conflicts of interest, and maintain confidentiality of procurement information.
• Report suspected fraud, irregularities or unethical conduct through appropriate channels and promote transparent, accountable procurement practices.

DEPARTMENTAL COORDINATION, COMMUNICATION & REPORTING

• Collaborate with departments to forecast procurement needs, participate in planning meetings and support urgent operational requirements.
• Provide guidance on procurement procedures and maintain procurement tracking tools, status updates and management reports.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Procurement/Supply Chain Management, Purchasing and Supply, Business Administration or a related field.
• Must have a minimum of 5 years’ experience in procurement in a busy institution.
• Maintain high level of personal integrity and reliability.
• Ability to balance the priorities and objectives of Nkhotakota Wildlife Reserve.
• Professional qualification or progress towards a procurement-related professional certification such as CIPS will be an added advantage.
• Excellent communication and negotiation skills.
• Good analytical, problem-solving skills and decision-making aptitude.
• Proactive approach and ability to work on tight deadlines.
• Ability to work well with a culturally diverse team and exhibit high diplomacy and interpersonal skills.
• Willingness to live and work full-time in a rural setting.
• Proficiency in Microsoft Office.