Procurement Lead- Baraza Media lab

Job Description

Purpose of the Role

The overall purpose of the Procurement Lead role is to coordinate and strengthen BML’s procurement function by ensuring that goods and services are sourced transparently, competitively, cost-effectively, and in line with approved policies, budgets, donor compliance expectations, and internal controls.

The role will support procurement planning, sourcing, vendor management, documentation, supplier follow-up, fixed asset and inventory controls, and procurement reporting. The Procurement Lead will work closely with Finance, Operations, Programs, HR, and hub teams to ensure timely, compliant, and audit-ready procurement support across the organization.

Main Duties and Responsibilities

• Procurement Coordination & Planning - coordinate end-to-end procurement processes, including planning, sourcing, quotation requests, supplier selection, purchase documentation, delivery follow-up, and closure of procurement files.
• Ensure all procurement requests are properly justified, budgeted, approved, documented, and processed in line with BML policies and procedures.
• Maintain an updated procurement tracker showing request status, approvals, sourcing progress, delivery, payment status, and pending issues.
• Support vendor management, including supplier onboarding, vendor database updates, due diligence, performance tracking, and maintenance of a prequalified supplier list.
• Ensure value for money by comparing quotations, reviewing pricing, assessing supplier capacity, and supporting transparent supplier selection.
• Coordinate receipt, inspection, and acceptance of goods and services before payment is processed.
• Maintain complete and audit-ready procurement files, including requisitions, approvals, quotations, evaluation notes, purchase orders, invoices, delivery notes, and goods received notes.
• Work with Finance and Operations to update asset and inventory records, including tagging, custodian assignment, asset movement, verification, repairs, maintenance, and disposal documentation.
• Support supplier payment processing by ensuring invoices are matched with approved procurement documents and confirmed delivery or service completion.
• Identify and escalate procurement risks, control gaps, irregularities, conflicts of interest, missing documentation, or non-compliance issues.
• Support implementation of procurement, inventory, vendor management, and asset control procedures.
• Handle procurement information, supplier records, pricing, and internal documents with confidentiality, fairness, and integrity.

What Success Looks Like

• Procurement requests are processed on time and in line with approved procedures.
• Procurement files are complete, accurate, and audit ready.
• Supplier selection is transparent, fair, competitive, and well documented.
• Vendor records and procurement trackers are current and reliable.
• Assets and inventory are properly recorded, tagged, assigned, verified, and tracked.
• Procurement risks, control gaps, and irregularities are identified and escalated early.
• Internal teams receive timely, professional, and practical procurement support.

Requirements

Qualifications, Skills and Competencies Required

1. Minimum academic qualification: Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration, Finance, Operations, or a related field from a recognized institution.
2. A minimum of 5–7 years of relevant experience in procurement, supply chain, administration, logistics, operations, or finance support.
3. Professional qualification or certification in procurement or supply chain management is an added advantage.
4. Good understanding of procurement documentation, supplier management, quotations, vendor due diligence, internal controls, and record keeping.
5. Experience supporting fixed asset or inventory management is desirable.
6. Knowledge of procurement systems, ERP platforms, or procure-to-pay tools such as Zoho, Microsoft Dynamics, SAP, QuickBooks, or similar systems will be an added advantage.
7. Strong organizational, follow-up, communication, coordination, and negotiation skills.
8. High level of integrity, confidentiality, accuracy, and attention to detail.
9. Ability to work collaboratively across teams in a fast-moving, donor-funded, media and creative ecosystem environment.
10. Analytical and problem-solving skills, with the ability to identify risks, documentation gaps, and control weaknesses early.