HEAD OF PROCUREMENT - HORTICULTURE & FLORICULTURE

DEPARTMENT : PRODUCTION

REPORTING TO :FARMING DIRECTOR

The Head of Procurement is responsible for ensuring the timely and cost-effective acquisition of farm inputs and services, maintaining compliance with statutory requirements and leading inventory management efforts. This role involves collaboration with internal stakeholders, managing supplier relationships, and overseeing asset insurance and company records.

DUTIES AND RESPONSIBILITIES

Responsibility

Supply of farm inputs and services

Output

● Efficient delivery of inputs to all farms within agreed timelines

● Procurement processes documented and streamlined

● Inputs aligned with Farm Managers' requirements

● Oversee the overall procurement process

Success criteria(KPI)

● 95% on-time supply rate

● Zero delays due to procurement issues

● 90% satisfaction rating from Farm Managers

● Proper receiving and issuance procedures

Compliance and certifications

Output 

● All certificates and permits acquired and renewed on time

● Maintain an organized and up-to-date compliance database

● Adherence with statutory certificates, permits, and licenses

● Liaise with regulatory bodies to ensure timely updates

Success criteria(KPI)

● 100% compliance with statutory regulations

● No fines or penalties incurred

● Successfully pass all internal/external audits

● Updated records verified quarterly

Stores & Inventory Management

Output 

● Oversee proper inventory management across locations

● Ensure real-time inventory updates on Mwaloni system

● Efficient storage and organization of goods in all stores

● Regular stock audits/ stock take conducted.

Success criteria(KPI)

● Inventory discrepancies below 2%

● Stock holding costs reduced by 5%

● Inventory turnaround time improved by 15%

● 98% accuracy in inventory reporting

Update company register and ensure insurance of assets

Output 

● All company assets accurately registered

● Timely insurance coverage for all assets

● Maintain proper documentation for each asset

Success criteria(KPI)

● 100% of assets registered and insured

● Zero lapses in insurance coverage

● Regular communication with insurance providers for updates

Maintain a database of suppliers and proper communications

Output 

● Build and maintain strong relationships with key suppliers

● Secure competitive pricing and favorable terms

● Monitor supplier performance regularly

● Resolve supplier issues promptly and effectively

● Monitor market trends and pricing

Success criteria(KPI)

● Supplier lead time reduced by 10%

● Achieve cost savings of 5% through negotiations

● 95% of supplier disputes resolved within 48 hours

Manage supplier contracts

Output 

● Negotiate and finalize supplier contracts with clear terms.

● Ensure contracts are legally compliant and aligned with company policies

● Maintain a database of all supplier contracts

● Monitor contract renewals and expiration dates

● Risk management in supply chain

Success criteria(KPI)

● 100% of contracts compliant with legal and internal policies

● Contracts renewed or renegotiated 30 days before expiration

● 90% of supplier contracts completed without delays

● Zero contract disputes

Any other duties that may be assigned from time to time

Output 

● Flexibility to handle the roles

● Attention to detail and good attitude towards work

Success criteria(KPI)

● Good quality work presented

● Meeting set deadlines

● Dependability and flexibility

WORKING & PERSONAL CHARACTERISTICS

1. Strong knowledge in procurement processes, supplier management and inventory control

2. 5-7 years of experience in procurement or a related field

3. A degree or diploma in Supply Chain Management, Procurement, or equivalent

4. Familiarity with statutory regulations, permits, and compliance requirements

5. Strong negotiation and relationship management skills

6. Ability to lead and manage a team effectively

7. Problem-solving skills and attention to detail

8. Confidentiality and integrity

9. Ability to meet deadlines and manage multiple priorities

10. Strong communication skills, both oral and written