Procurement / Fleet Inventory Control Officer

The Procurement / Fleet Inventory Control Officer responsible for overseeing procurement, fleet inventory control functions to support the company’s operations effectively. This includes sourcing vendors, preparing purchase orders, inventory management, liaising with customs brokers on clearing containers and administrative support for various tasks, including hotel and vehicle bookings and insurance claims.

• A diploma or degree in Business Administration, Facilities Management, Procurement, or a related field.

• 2-3 years of experience in an administrative or supervisory role.

• Identify and evaluate potential suppliers for goods and services.

• Maintain a database of approved vendors and their contact details.

• Develop and maintain good relationships with suppliers to ensure reliable service and delivery.

• Negotiate contracts, terms, and pricing with vendors.

• Monitor supplier performance and address issues such as delays or quality concerns.

• Assess company needs for goods and services, considering stock levels, seasonal trends, and budget constraints.

• Plan and schedule purchases to maintain an uninterrupted supply of essential items.

• Prepare purchase orders (POs) accurately and promptly.

• Ensure timely follow-up on all purchase-related approvals and deliveries.

• Create and issue purchase orders (POs) to suppliers based on approved requisitions.

• Verify and track orders to ensure timely delivery.

• Collaborate with various teams to track stock levels of stationery, PPE, and other supplies.

• Ensure reordering is done proactively to avoid stockouts or overstocking.

• Conduct periodic stock checks to reconcile inventory of fleet parts with procurement records.

• Verify that delivered goods meet specified quality and quantity requirements.

• Review invoices and ensure payments are processed.

• Handle discrepancies or returns with suppliers promptly.

• Source vendors and manage contracts for facilities maintenance services such as plumbing, electrical work, pest control, waste removal, landscaping and so forth.

• Handle hotel and vehicle bookings for guests and export representatives.

• Follow up on cash allowances for export representatives and ensure timely processing.

• Follow up on outstanding information related to fleet insurance claims and coordinate resolution.

• Maintain accurate records of procurement and administrative activities, including purchase orders, invoices, and vendor agreements.

• Documentation Management: Ensure that all required shipping and customs documents (e.g., commercial invoices, packing lists, bills of lading, certificates of origin) are accurately prepared and submitted to the relevant authorities and brokers in a timely manner.

• Payment Coordination: Monitor and follow up on payments to the Guyana Revenue Authority (GRA), shipping lines, and other logistics-related service providers to avoid delays and demurrage charges.

• Shipment Tracking & Reporting: Track shipments throughout the import process, update internal stakeholders on the status of deliveries, and maintain accurate records of all import activities.

The above represents a broad outline of duties and responsibilities and cannot list in detail all the tasks the jobholder will be expected to undertake. Management reserves the right to review duties, responsibilities and key performance indicators based on the needs of the business.