Procurement Officer at Vivo Energy

Job Description

The primary function of Procurement Officer is to undertake transactional and administrative duties related to procurement. They are responsible for managing the daily operations of the procurement activity. Additionally, they will support the Procurement Manager in carrying out procurement duties efficiently and effectively.


  • 250 – 500 Contracts
  • 1,000 Suppliers
  • 2,000 transactions per month

Principal Accountabilities:

Performing Administrative Activities

•       Performing day-to-day administrative tasks such as maintaining files, generating reports, records and processing paperwork.

•       Update CMS (Contract Management System), Dilitrust, as required.

•       Organize all administrative procurement activities relating to request for proposals, sealed bids, and price quotes and in general tender process.

•       Update and maintain supplier database including supplier reconciliation, record management

•       Managing of leased vehicles

Operational Excellence

•       Provide RtP guidance and training when required to stakeholders as appropriate.

•       Ensure RtP process is observed and kept up-to-date in case business circumstances change.

•       Resolve RtP queries and issues.

•       Convert requisitions to purchase orders and contracts to Standing purchase order

•       Track the status of requisitions, contracts, and orders.

•       Filter requisitions and other procurement requests to correct routes, (verify accuracy, terminology and specifications

•       Assist the Procurement Manager in vetting new suppliers: Maintain and assist in developing preferred supplier list in support of business requirements.

Sourcing :

  • Responsible for specific buying activities as delegated from time to time

•       Create RFQ package, conduct competitive analysis, and make source selection.

•       Use Online Bidding, Preferred Suppliers, negotiations, etc.

•       Develop contracts as necessary

•       Communicate with suppliers and (internal) customers for contracts as necessary.

Information Management

•       Use appropriate procedures to collect, organize, retrieve, maintain and disseminate information in compliance of confidentiality and archiving / record management policies.

•       Applies appropriate security procedures when distributing and storing classified/sensitive information.

Customer Focus

•       Provide excellent service to internal and/or external customers.

•       Keep customers up-to-date on the progress of the service they are receiving and changes that affect them.


Key Challenges:

·       Delivery of efficient and effective buying operations in a complex environment, with the added challenges of time pressure, resourcing and a commitment to deliver against stretched RtP KPI targets while meeting customer expectations fully.

·       Working effectively as part of a team in a challenging and fast moving environment

·       Juggling in between administrator, CP manager assistant and opex/capex analyst roles

·       This role will include extensive interaction with internal customers and suppliers who should be dealt with in a professional manner at all times.

·       Sundry supply Account


Experience Required

  • CP professional with at least 3 years’ experience in Procurement functions, preferably fully versed in Requisition to Pay practices
  • Knowledge of E-procurement systems especially SAP Gui.
  • Proven ability to integrate operational CP processes.
  • Well organized and able to manage competing priorities
  • Strong analytical skills and ability to work independently
  • Good communications and inter-personal skills
  • Commercial sense and understanding of procurement
  • Purchase order processing knowledge and user skills
  • Knowledge of finance and mathematics.