We are seeking a highly organized and proactive Shipping and Procurement Officer to join our team. This role involves managing the entire procurement process, ensuring timely shipments, maintaining strong supplier relationships. The candidate must have at least 3 years of experience in this field.

1. Procurement Management
Evaluate supplier compliance with international standards such as ISO certifications where applicable.

• Source suppliers for goods and services required by the company, ensuring quality, cost efficiency, and timely delivery.
• Obtain quotations and negotiate contracts with suppliers, ensuring favorable terms and conditions.
• Manage procurement orders to ensure timely delivery and proper inventory management.
• Monitor inventory levels, initiating restocking as necessary and coordinating with the Store Keeper to ensure adequate stock levels.
• Ensure procurement is aligned with company goals and budget.

2. Shipping & Import/Export Coordination

• Oversee the shipping process from order placement to delivery, ensuring compliance with all import/export regulations..
• Handle shipping documentation including bills of entry, packing lists, commercial invoices, and customs declarations.
• Coordinate with freight forwarders and customs brokers to ensure smooth clearance of goods.
• Track shipments and ensure timely delivery of goods.
• Communicate regularly with the Store Keeper and Driver to ensure goods are received and delivered according to schedule.

3. Inventory Management & Stock Control

• Receive and inspect goods, ensuring they meet the required standards and specifications.
• Work closely with the Store Keeper to ensure that goods are stored properly and that inventory is accurate.
• Assist with regular stocktaking and monitor inventory levels to ensure there are no shortages or excess stock.

4. Documentation & Compliance

• Prepare and verify all shipping and procurement documentation, ensuring compliance with local and international trade regulations.
• Ensure all goods are compliant with import/export restrictions and that required customs duties and fees are calculated and paid.
• Liaise with the Accounting Team to process and manage customs fees and related charges.

5. Supplier Relationship Management

• Develop and maintain strong relationships with suppliers, ensuring that they meet quality standards and deliver goods on time.
• Track supplier performance and resolve any issues related to product quality, delays, or payment terms.
• Follow up with suppliers to ensure timely shipments and discrepancy resolution when issues arise.

6. Communication & Coordination

• Act as the main point of contact between the company and external suppliers, freight forwarders, and customs brokers.
• Coordinate internally with the Storekeeper, Driver, and Accounting Team to ensure smooth processing of shipments and customs fees.
• Ensure clear communication between internal departments to track deliveries, manage inventory levels, and update shipping status.
• Provide regular updates to management on the status of procurement and shipping operations.

7. Problem-Solving & Multitasking

• Handle pressure situations related to shipping delays, procurement issues, or documentation discrepancies, resolving them in a timely and efficient manner.
• Multitask and prioritize effetc.ively to ensure the timely processing of orders and shipments while maintaining smooth communication across departments.

8. Cost Control & Budgeting

• Ensure cost-effetive procurement practices, monitoring shipping costs and looking for cost-saving opportunities in both procurement and logistics.
• Collaborate with the Accounting Team to ensure customs fees and shipping costs align with the company’s financial goals and budgets.

9. Reporting & Analytics

• Maintain accurate records and generate monthly reports on procurement activities, shipment status, and customs-related expenses.
• Provide recommendations to management based on data analysis to improve processes, reduce costs, and increase operational efficiency.