The Supply Officer plays a critical role in ensuring the timely and cost-effective procurement of locally sourced construction materials and related supplies required for OVID Trading PLC’s operations and projects.
This position focuses exclusively on local purchasing, vendor management, and coordination with internal teams to guarantee smooth material flow from suppliers to project sites. The Supply Officer will work in close collaboration with the Logistics Department for transportation and delivery scheduling but will not handle import-related functions.
The role requires strong market awareness, negotiation capability, and coordination skills, ensuring that all local purchases meet required quality standards, cost efficiency, and regulatory compliance while supporting the company’s broader commercial objectives.
Core Purpose of the Role
To manage and optimize the local procurement process for construction materials by identifying reliable suppliers, securing competitive prices, and ensuring timely delivery that meets operational needs and company standards.
Top Roles and Responsibilities
1. Local Procurement & Supplier Management
Identify, evaluate, and register qualified local suppliers for construction and related materials.
Solicit quotations and conduct comparative analysis to ensure value-for-money purchasing.
Negotiate prices, payment terms, and delivery schedules to achieve optimal cost efficiency.
Maintain strong, long-term supplier relationships to ensure consistency in quality and delivery.
Conduct periodic supplier performance evaluations and maintain an updated supplier database.
Ensure all procurement activities adhere to company policies and procedures.
Collaborate with the Engineering and Project teams to verify specifications and quantities before purchase.
Prepare and process local purchase orders (LPOs) in line with approved requisitions.
2. Market Intelligence & Cost Optimization
Conduct ongoing market research to stay informed on construction material prices, trends, and availability.
Identify opportunities for bulk purchasing, vendor consolidation, and cost reduction.
Regularly update management on price changes, shortages, and alternative sourcing options.
Recommend cost-effective substitutes that meet project standards without compromising quality.
3. Purchase Planning & Coordination
Plan local purchases based on project schedules and material requisitions from various departments.
Ensure purchases align with budget limits, project timelines, and approved procurement plans.
Coordinate with Finance to ensure supplier payments are processed accurately and on time.
Work closely with Logistics to confirm delivery timelines, transport arrangements, and receiving confirmations.
Maintain close communication with storekeepers to prevent stockouts or overstock situations.
Track the full procurement cycle — from request to delivery — ensuring accountability at each stage.
4. Documentation & Compliance
Prepare and maintain accurate documentation for all procurement activities, including quotations, purchase orders, invoices, and supplier records.
Ensure compliance with company policies, audit requirements, and local legal standards.
Maintain transparent filing systems (both physical and digital) for traceability and audit readiness.
Provide periodic procurement summaries and financial reconciliations to the Local & Import Director.
5. Cross-Departmental Coordination
Work closely with Engineering, Project, and Finance teams to ensure material specifications, quantities, and payments are properly aligned.
Collaborate with the Logistics Department to ensure timely pickup and delivery of locally procured goods.
Liaise with the Import Department when procurement overlaps with import substitutions or local sourcing alternatives.
Support management in resolving procurement-related operational bottlenecks.
6. Reporting & Continuous Improvement
Prepare weekly and monthly reports summarizing procurement performance, supplier reliability, and cost trends.
Analyze procurement data to identify bottlenecks, inefficiencies, or opportunities for process improvement.
Participate in periodic reviews to enhance procurement policy efficiency and compliance.
Perform other related duties as directed.
7. Critical Criteria / Skills for Success
Procurement & Negotiation Expertise: Strong ability to secure favorable terms and maintain supplier relationships.
Market Insight: Up-to-date awareness of material costs, availability, and supply chain dynamics.
Communication & Coordination: Clear communication across departments and with suppliers.
Analytical Skills: Ability to evaluate quotations, supplier performance, and procurement data.
Time Management: Capable of handling multiple requisitions and deadlines simultaneously.
Ethical Conduct: Upholds integrity, transparency, and compliance in all transactions
About You
Education: Bachelor’s degree in Supply Chain Management, Procurement, Logistics, or Business Administration.
Experience: Minimum 3–5 years of experience in local procurement, preferably in construction or industrial materials.
Knowledge: Deep understanding of local supplier markets, pricing structures, and material standards.
Advantage: Experience in ERP systems and knowledge of procurement documentation workflows.