Procurement and Stores Officer

Job title : Procurement and Stores Officer

Position Summary

• The DAPS Procurement and Stores Officer is responsible for managing the acquisition, storage, control, and distribution of goods, materials, equipment, and services required for the smooth operation of the school. The role ensures that all procurement activities are cost-effective, transparent, and aligned with institutional policies and budgetary provisions.
• The Officer also oversees the school’s stores and inventory system, ensuring proper stock management, accountability, and availability of essential resources to support academic, administrative, and operational functions at Domfas Advanced Preparatory School (DAPS).

Key Responsibilities

Procurement Planning and Execution

• Coordinate the procurement of goods, services, and equipment for the school.
• Prepare and process purchase requests, quotations, and purchase orders.
• Source reliable vendors, suppliers, and service providers.
• Obtain competitive quotations and conduct price comparisons.
• Ensure procurement activities comply with school policies and budget allocations.
• Support procurement planning for academic sessions and operational needs.

Vendor and Supplier Management

• Maintain a database of approved vendors and suppliers.
• Evaluate supplier performance based on quality, cost, and delivery timelines.
• Negotiate prices, contracts, and service agreements where applicable.
• Build and maintain strong relationships with suppliers.
• Ensure timely delivery of goods and services.
• Resolve procurement-related disputes or issues professionally.

Stores and Inventory Management

• Manage the school’s stores and inventory system.
• Receive, inspect, and verify delivered goods and materials.
• Record all stock entries and withdrawals accurately.
• Maintain up-to-date stock registers and inventory records.
• Ensure proper labeling, storage, and organization of items.
• Conduct regular stock-taking and inventory audits.

Stock Control and Distribution

• Monitor stock levels and ensure timely replenishment of supplies.
• Issue materials to departments based on approved requests.
• Prevent stock loss, wastage, or misuse of school resources.
• Maintain records of all items issued and returned.
• Ensure accountability in the use of school supplies and equipment.

Budget Control and Cost Management

• Support the Finance Department in procurement budgeting.
• Ensure purchases align with approved financial plans.
• Identify cost-saving opportunities and recommend efficient procurement strategies.
• Avoid unnecessary expenditures and promote value-for-money practices.
• Assist in tracking procurement expenditures.

Documentation and Record Keeping

• Maintain accurate procurement and stores records.
• File all purchase orders, invoices, receipts, and delivery notes.
• Prepare periodic procurement and inventory reports.
• Ensure proper documentation for audit and compliance purposes.
• Maintain confidentiality and accuracy of procurement data.

Quality Assurance and Inspection

• Inspect goods and services upon delivery to ensure quality standards.
• Reject or report substandard or damaged items.
• Ensure compliance with specifications and purchase requirements.
• Monitor quality of supplies used within the school.
• Support continuous improvement in procurement standards.

Coordination with Departments

• Liaise with academic and administrative departments to assess supply needs.
• Respond promptly to departmental requests for materials and equipment.
• Coordinate with Finance, Administration, and Facilities teams.
• Support event planning and operational logistics through timely procurement.
• Ensure smooth supply chain operations across departments.

Compliance and Policy Adherence

• Ensure compliance with procurement policies and procedures.
• Adhere to financial regulations and internal control systems.
• Support audit and inspection processes.
• Maintain transparency and accountability in all procurement activities.
• Follow ethical standards in sourcing and purchasing decisions.

Reporting and Administrative Duties

• Prepare weekly, monthly, and termly procurement and inventory reports.
• Provide updates on stock levels and procurement activities.
• Report procurement challenges and recommend improvements.
• Support management decision-making with accurate data.
• Perform additional duties assigned by school leadership.

Qualifications and Experience

Education

Applicants must possess any of the following qualifications:

• Bachelor's Degree in Procurement, Supply Chain Management, Purchasing and Supply, Business Administration, Accounting, Logistics Management, or a related field from a recognized institution.
• Higher National Diploma (HND) in Procurement, Supply Chain, Business Administration, or related disciplines with relevant experience.
• Professional certifications in procurement and supply chain management are highly desirable, including:
• Chartered Institute of Procurement and Supply (CIPS)
• Nigerian Institute of Purchasing and Supply Management (NIPSM)
• Logistics and Supply Chain certifications

Experience

• Minimum of 2–5 years experience in procurement, purchasing, inventory management, or storekeeping roles.
• Experience working in schools, NGOs, corporate organizations, or institutions is highly desirable.
• Experience in vendor management, inventory control, and procurement documentation.
• Familiarity with procurement systems and inventory management software is an advantage.

Required Skills and Competencies Procurement and Supply Chain Management

• Strong understanding of procurement processes and supply chain operations.
• Ability to source, evaluate, and manage suppliers effectively.
• Knowledge of cost control and value-for-money principles.

Inventory and Stores Management

• Strong skills in stock control and inventory tracking.
• Ability to maintain accurate records and prevent stock losses.
• Understanding of warehousing and storage procedures.

Communication and Negotiation

• Strong negotiation and vendor management skills.
• Excellent communication and interpersonal abilities.
• Ability to build strong supplier and departmental relationships.

Organization and Administration

• Strong attention to detail and record-keeping skills.
• Ability to manage multiple procurement requests efficiently.
• High level of organizational and planning ability.

Personal Attributes

• High level of integrity and transparency.
• Strong accountability and ethical standards.
• Detail-oriented and methodical.
• Proactive and solution-driven mindset.
• Strong sense of responsibility.
• Ability to work under pressure and meet deadlines.
• Team-oriented and dependable.