Procurement Officer

Position Overview

Masaka Creamery is seeking a highly organized, analytical, and ethical Procurement Officer to manage sourcing and purchasing of raw materials, packaging, consumables, and services required for smooth operations. The Procurement Officer plays a key role in ensuring timely availability of quality inputs at competitive cost while maintaining strong supplier relationships and compliance with company policies.

This role reports directly to the Procurement & Quality Manager and works closely with department heads and team leaders.

This role requires strong coordination with Production, Warehouse, Quality, and Finance teams and a clear understanding of procurement processes in a manufacturing environment.

Key Roles & Responsibilities

The main objectives and responsibilities of the position are to:

Procurement Planning & Execution

• Manage end-to-end procurement processes including requisitions, supplier selection, purchasing, and follow-up.
• Ensure timely procurement of raw materials, packaging materials, spare parts, and services.
• Coordinate closely with Warehouse and Production to align purchasing with consumption and production plans.

Supplier Management

• Identify, evaluate, and maintain reliable suppliers and service providers.
• Request and analyze quotations to ensure value for money and quality compliance.
• Maintain accurate supplier records, contracts, and pricing agreements.
• Build professional and ethical supplier relationships.

Cost Control & Compliance

• Ensure procurement activities align with approved budgets.
• Monitor prices, lead times, and supplier performance.
• Ensure compliance with internal procurement policies and approval procedures.
• Support audits by maintaining complete and transparent procurement documentation.

Documentation & Reporting

• Prepare purchase orders, procurement reports, and supplier comparisons.
• Perform secretarial duties of the Internal Tender Committee and ensure timely submission of reports to the Committee.
• Maintain accurate records of the Internal Tender Committee for future references.
• Maintain accurate procurement records for Finance and audit purposes.
• Track deliveries and resolve issues related to delays, shortages, or quality concerns.

Coordination & Communication

• Work closely with Quality to ensure purchased items meet specifications.
• Coordinate with Warehouse on receiving and verification of procured goods.
• Support clear and respectful communication across Deaf and hearing teams.

Required Qualifications

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• Minimum of 3 years’ experience in procurement, preferably in manufacturing or FMCG.
• Strong negotiation, organization, and analytical skills.

• Good understanding of procurement documentation and supplier management.
• High level of integrity, accountability, and attention to detail.
• Proficiency in Microsoft Excel and basic procurement systems.
• Ability to work effectively in a diverse and Deaf-inclusive workplace.

Compensation & Working Conditions

• Compensation: To be determined.
• Paid Leave: 18 days annually.
• Work Location: Plot G5, Kigali Special Economic Zone, Kigali, Rwanda.
• Contract: Open-ended.
• Reporting To: Procurement and Quality Manager.
• Expenses: Reimbursement for authorized business-related expenses (transport, airtime, etc.).