Procurement Executive 

Mr. Kebede Workneh

Contact Information:
Phone: +251911835169

 Email: This email address is being protected from spambots. You need JavaScript enabled to view it. OR This email address is being protected from spambots. You need JavaScript enabled to view it.

Objectives/Goals

1. Optimize Procurement Processes:
• Streamline procurement processes to ensure the efficient and cost-effective acquisition of goods and services for the university.
• Develop and implement procurement strategies that align with the university’s mission and goals, ensuring value for money while maintaining high standards of quality.
2. Ensure Compliance and Transparency:
• Ensure all procurement activities adhere to legal, ethical, and institutional standards, following relevant laws, regulations, and policies.
• Foster transparency and accountability in procurement decisions, ensuring proper documentation and fair competition in the procurement process.
3. Enhance Vendor and Supplier Relationships:
• Establish and maintain strong relationships with reputable vendors and suppliers to ensure the timely delivery of high-quality products and services.
• Negotiate favorable terms and conditions with suppliers while ensuring that agreements are in the university's best interest.
4. Promote Cost Efficiency and Budget Adherence:
• Oversee procurement activities to ensure they stay within budget, identifying opportunities to reduce costs without compromising on quality or delivery timelines.
• Continuously review procurement processes to identify potential cost-saving measures and increase financial sustainability.
5. Support Institutional Growth and Development:
• Facilitate the procurement of materials and services that support the university's growth, including academic resources, research equipment, infrastructure projects, and student services.
• Ensure the procurement process is adaptable to meet the university's evolving needs, particularly in terms of new academic programs or expansion initiatives.
6. Improve Inventory Management and Supply Chain Efficiency:
• Implement effective inventory management practices to ensure the university maintains adequate supplies of necessary materials while minimizing wastage and excess stock.
• Enhance supply chain management to ensure timely procurement and delivery of goods and services.
7. Support Sustainability and Ethical Procurement:
• Integrate sustainability into procurement decisions by prioritizing environmentally-friendly and socially responsible products and services.
• Encourage the use of local suppliers where possible to contribute to the regional economy and promote sustainability.
8. Improve Stakeholder Satisfaction:
• Ensure the timely delivery of goods and services to university departments, minimizing delays that could disrupt academic or administrative functions.
• Provide excellent customer service to internal stakeholders, responding to their procurement needs in a timely and professional manner.

 Duties and Responsibilities

1. Procurement Planning and Strategy:
• Develop and implement annual procurement plans based on the university's needs and budget allocations.
• Work closely with various departments to understand their procurement needs and ensure that the right products and services are sourced effectively and efficiently.
• Analyze market trends and supplier capabilities to ensure that procurement strategies are proactive and align with the university's objectives.
2. Vendor Selection and Management:
• Identify and assess potential vendors and suppliers, ensuring they meet the university's requirements for quality, cost, and delivery timelines.
• Manage supplier contracts, ensuring compliance with agreed terms and conditions, and resolve any issues or disputes with suppliers as needed.
• Establish and maintain a vendor database, evaluating supplier performance regularly to ensure continued value.
3. Tendering and Bid Management:
• Prepare, manage, and oversee the tendering process for large-scale procurements, ensuring that all legal, ethical, and university requirements are met.
• Ensure that procurement bids are evaluated fairly and transparently, following proper procedures to determine the best offers.
• Oversee the preparation of tender documents, requests for proposals (RFPs), and contract agreements.
4. Contract Negotiation and Management:
• Negotiate contracts with suppliers to secure favorable terms for the university, ensuring cost-effectiveness, quality, and timely delivery.
• Monitor the performance of contracts, ensuring that suppliers fulfill their obligations in line with agreed terms, and manage any variations to contracts when necessary.
• Review and approve supplier invoices to ensure they match contractual agreements.
5. Compliance and Risk Management:
• Ensure compliance with all procurement laws, regulations, and university policies, including those related to ethics, sustainability, and anti-corruption.
• Maintain accurate and complete procurement records, ensuring that documentation is available for auditing purposes.
• Identify and mitigate risks related to procurement, including potential disruptions in supply chains or the risk of non-compliance.
6. Budgeting and Financial Control:
• Oversee the preparation and management of procurement budgets, ensuring that spending aligns with the university’s financial plan.
• Track expenditures and ensure all procurement activities are within budget limits, making adjustments where necessary to avoid cost overruns.
• Prepare and present regular reports on procurement spending and savings to university leadership.
7. Inventory Management:
• Implement and oversee inventory control systems to ensure efficient management of goods and supplies across the university.
• Regularly review stock levels to prevent overstocking or shortages of critical supplies and ensure that all items are accounted for properly.
• Collaborate with relevant departments to ensure that inventory is replenished in a timely manner.
8. Stakeholder Communication and Coordination:
• Work closely with various departments, such as academic, administrative, and facilities management, to coordinate procurement activities and ensure their needs are met.
• Provide guidance and support to department heads and staff on procurement processes, helping them understand the steps involved and the timeline for delivery.
• Resolve any issues or concerns raised by university departments regarding procurement activities in a professional and efficient manner.
9. Sustainability and Ethical Procurement Practices:
• Promote the use of sustainable and environmentally-friendly products and services in procurement decisions.
• Encourage the university’s suppliers to adopt sustainable practices, such as reducing waste, using renewable resources, and minimizing environmental impact.
• Ensure that all procurement activities are carried out ethically, prioritizing transparency, fairness, and equity.
10. Data Management and Reporting:

• Maintain an up-to-date procurement database, tracking all purchase orders, contracts, and supplier performance.
•       Prepare procurement reports for senior management, providing detailed analysis of procurement activities, savings, supplier performance, and budget adherence.
•      Continuously assess and improve procurement processes using data analysis to drive efficiency, cost savings, and improved service delivery.

11. Training and Development:

• Provide training and guidance to university staff on procurement procedures, policies, and systems to ensure consistency and compliance across departments.
• Stay up-to-date with developments in procurement best practices, trends, and regulations, sharing relevant insights with the procurement team and university staff.

Through these objectives and responsibilities, the Procurement Executive at Wolkite University will play a vital role in ensuring that the university's procurement processes are efficient, transparent, cost-effective, and aligned with the institution's overall strategic goals.