Procurement Specialist job at Vaal Real Estate

VAAL Real Estate is seeking a Procurement Specialist to join their team in Uganda. This role is crucial for ensuring the efficient and cost-effective acquisition of goods and services necessary for the company's operations, particularly in construction projects. The specialist will be responsible for managing the entire procurement lifecycle, from identifying needs to final payment reconciliation.

Duties & Responsibilities

• Develop procurement schedules with project teams, aligning purchases with approved budgets, construction activities and material lead times.
• Review requisitions against approved bills of quantities, specifications and available stock to confirm requirements and prevent incorrect or duplicate purchases.
• Maintain current market information on prices, material availability and supplier capabilities to identify competitive sourcing opportunities and anticipate supply risks.
• Evaluate suppliers’ technical capability, product quality, capacity and delivery performance, and maintain reliable alternative sources for critical materials.
• Obtain comparable quotations and prepare clear purchasing recommendations based on technical compliance and total cost, including transport, taxes and other applicable charges.
• Negotiate competitive prices, favourable payment terms, warranties and delivery commitments, ensuring that agreed savings do not compromise quality or project requirements.
• Coordinate technical approval of samples, product specifications and proposed alternatives before purchase, ensuring that substitutions are properly authorised.
• Prepare accurate purchase orders and supply agreements stating specifications, quantities, prices and delivery terms, and obtain all required approvals before committing company funds.
• Track orders against required site delivery dates, coordinate transport and applicable import clearance, and escalate delays early with proposed corrective action.
• Coordinate delivery verification with site and stores teams, resolve shortages and quality discrepancies, and secure replacements or credits for rejected materials.
• Monitor procurement expenditure and outstanding commitments against approved budgets, verify negotiated savings and flag potential overruns before further expenditure is committed.
• Reconcile purchase orders, receipt records and supplier invoices with Finance to resolve discrepancies and support timely, accurate payments
• Maintain complete procurement records and submit accurate reports on costs, savings, supplier performance and outstanding orders, promptly disclosing discrepancies and conflicts of interest.
• Comply with company procurement procedures and ethical standards, and perform any other procurement-related duties assigned by the Procurement Manager or Management.
• Support the procurement of office supplies, equipment and other non-construction goods and services as required and instructed by Management.

• Develop procurement schedules with project teams, aligning purchases with approved budgets, construction activities and material lead times.
• Review requisitions against approved bills of quantities, specifications and available stock to confirm requirements and prevent incorrect or duplicate purchases.
• Maintain current market information on prices, material availability and supplier capabilities to identify competitive sourcing opportunities and anticipate supply risks.
• Evaluate suppliers’ technical capability, product quality, capacity and delivery performance, and maintain reliable alternative sources for critical materials.
• Obtain comparable quotations and prepare clear purchasing recommendations based on technical compliance and total cost, including transport, taxes and other applicable charges.
• Negotiate competitive prices, favourable payment terms, warranties and delivery commitments, ensuring that agreed savings do not compromise quality or project requirements.
• Coordinate technical approval of samples, product specifications and proposed alternatives before purchase, ensuring that substitutions are properly authorised.
• Prepare accurate purchase orders and supply agreements stating specifications, quantities, prices and delivery terms, and obtain all required approvals before committing company funds.
• Track orders against required site delivery dates, coordinate transport and applicable import clearance, and escalate delays early with proposed corrective action.
• Coordinate delivery verification with site and stores teams, resolve shortages and quality discrepancies, and secure replacements or credits for rejected materials.
• Monitor procurement expenditure and outstanding commitments against approved budgets, verify negotiated savings and flag potential overruns before further expenditure is committed.
• Reconcile purchase orders, receipt records and supplier invoices with Finance to resolve discrepancies and support timely, accurate payments
• Maintain complete procurement records and submit accurate reports on costs, savings, supplier performance and outstanding orders, promptly disclosing discrepancies and conflicts of interest.
• Comply with company procurement procedures and ethical standards, and perform any other procurement-related duties assigned by the Procurement Manager or Management.
• Support the procurement of office supplies, equipment and other non-construction goods and services as required and instructed by Management.

• Procurement
• Market analysis
• Supplier evaluation
• Negotiation
• Contract management
• Budget management
• Logistics coordination
• Financial reconciliation
• Reporting

• Experience in procurement
• Knowledge of market prices and supplier capabilities
• Ability to evaluate technical capabilities and product quality
• Skills in negotiation and cost analysis
• Familiarity with purchase orders and supply agreements
• Understanding of logistics and import clearance
• Ability to reconcile invoices and resolve discrepancies
• Proficiency in maintaining procurement records and submitting reports
• Adherence to company procurement procedures and ethical standards