Job Summary
The Procurement Officer – Vendor Management will be responsible for identifying, onboarding, evaluating, coordinating, and managing suppliers, vendors, contractors, artisans, and service providers engaged.
The role is particularly important in ensuring that the company has a reliable network of vendors capable of supplying architectural materials, interior finishes, furniture, fixtures, equipment, specialist services, construction materials, and project-related services at competitive prices and to the required quality standards.
The Procurement Officer will work closely with the Project Management, Design, Quantity Surveying, Site, Finance, QA/QC, and Operations Teams to ensure vendors meet agreed specifications, pricing, quality, timelines, and contractual obligations.
Key Responsibilities
Vendor Sourcing & Identification
Identify and research reliable suppliers, manufacturers, contractors, artisans, and service providers.
Build and maintain a comprehensive database of vendors relevant to architectural and workspace fit-out projects.
Source vendors Architectural materials
Interior finishes
Furniture and office fittings
Lighting
Electrical materials
Plumbing and sanitary fittings
Joinery and cabinetry
Glass and aluminium works
Flooring and wall finishes
Ceiling systems
Doors and ironmongery
Painting and decorative finishes
Acoustic solutions
Signage and branding
HVAC and MEP services
Specialist construction and installation services
Identify alternative suppliers to reduce dependency on a single vendor.
Conduct market research to identify new suppliers, products, services, and pricing trends.
Vendor Prequalification & Onboarding
Develop and implement a structured vendor onboarding process.
Collect and review required vendor documentation, including:
Company registration documents, Business Address, Previous project experience
Conduct preliminary vendor assessments before adding suppliers to the approved vendor list.
Verify vendor capabilities, experience, production capacity, service quality, and reliability.
Maintain an up-to-date Approved Vendor List (AVL).
Ensure new vendors understand Micdee''s procurement requirements, standards, payment procedures, and expectations.
Vendor Evaluation & Due Diligence
Conduct periodic evaluations of existing and prospective vendors.
Assess vendors based on: Product/service quality, Pricing competitiveness, Delivery performance, Technical capability, Responsiveness, Capacity, Reliability, Compliance
Warranty and replacement policies
Carry out vendor due diligence before recommending suppliers for major projects.
Identify potential risks associated with vendors and escalate them to the Procurement Lead.
Recommend the suspension or removal of vendors who consistently fail to meet company requirements.
Vendor Performance Management
Monitor vendor performance across active projects.
Track vendor performance against agreed: Pricing, Quality standards, Delivery timelines, Specifications, Service levels, Contractual requirements
Maintain vendor performance records and scorecards.
Document recurring vendor issues and recommend corrective actions.
Follow up with vendors to resolve delays, quality concerns, incomplete deliveries, and service deficiencies.
Conduct regular vendor performance reviews with relevant internal teams.
Vendor Negotiation & Commercial Management
Negotiate competitive prices with suppliers and service providers.
Negotiate payment terms, delivery timelines, warranties, discounts, and other commercial conditions.
Review vendor quotations and identify opportunities for cost reduction.
Maintain records of agreed vendor pricing.
Monitor changes in supplier prices and market conditions.
Ensure negotiated terms are communicated accurately to relevant departments.
Support the Procurement Lead in negotiating framework agreements and preferred supplier arrangements.
Vendor Coordination for Projects
Coordinate with Project Managers, Designers, QS, and Site Managers to identify suitable vendors for project requirements.
Match vendor capabilities with project specifications and requirements.
Coordinate vendor availability based on project schedules.
Ensure vendors receive accurate information regarding:
Specifications, Quantities, Drawings, Finishes, Delivery locations, Required delivery dates
Follow up with vendors throughout the procurement and delivery process.
Coordinate vendors and contractors involved in site-related activities where required.
Quality & Specification Compliance
Ensure vendors understand and comply with approved material and service specifications.
Coordinate product samples and mock-ups where required.
Work closely with the Design and QA/QC Teams to verify vendor submissions.
Follow up on quality concerns and ensure corrective action is taken.
Coordinate replacement of defective or non-compliant materials.
Ensure vendors provide relevant product documentation, warranties, certificates, and technical information where required.
Vendor Documentation & Database Management
Maintain an accurate and updated vendor database.
Keep records of: Vendor profiles, Contact information, Pricing, Quotations, Agreements, Purchase orders, Performance reviews, Payment terms, Delivery records, Complaints and resolutions, Certifications and compliance documents
Ensure vendor documentation is properly filed and easily retrievable.
Track expiry dates of relevant vendor documents and certifications.
Regularly update vendor information to ensure records remain accurate.
Vendor Relationship Management
Build and maintain professional relationships with key vendors.
Establish effective communication channels with suppliers and service providers.
Act as a point of contact for vendor-related procurement matters.
Maintain positive vendor relationships while ensuring company policies and commercial interests are protected.
Organise vendor meetings and review sessions when necessary.
Communicate company expectations and performance standards clearly to vendors.
Cost Management
Monitor vendor pricing and market rates.
Identify opportunities for bulk discounts and preferential pricing.
Negotiate better commercial terms for frequently purchased materials and services.==
Support the QS and Procurement Teams with supplier pricing information for cost planning and budgeting.
Vendor Issue & Dispute Resolution
Manage vendor complaints and service-related issues.
Investigate causes of:
Late deliveries
Poor-quality materials
Incorrect quantities
Specification deviations
Pricing discrepancies
Incomplete work
Poor workmanship
Work with vendors and internal teams to develop appropriate solutions.
Escalate unresolved or serious vendor issues to the Procurement Lead or Management.
Maintain records of vendor disputes and their resolutions.
Procurement Compliance & Ethics
Ensure all vendor engagements follow the company''s procurement policies and approval procedures.
Maintain transparency and fairness during vendor selection.
Avoid conflicts of interest and ensure professional conduct in all vendor relationships.
Maintain confidentiality of company pricing, project information, and commercial arrangements.
Ensure vendors comply with relevant company requirements.
Report any suspected fraudulent, unethical, or improper vendor activity to Management.
Reporting
Prepare and maintain regular vendor management reports, including:
Approved vendor list.
New vendors onboarded.
Vendor performance reports.
Vendor evaluation and scorecards.
Vendor complaints and resolutions.
Supplier pricing analysis.
Vendor delivery performance.
Vendor compliance status.
Preferred and strategic supplier reports.
Vendor risk assessments.
Key Performance Indicators (KPIs)
The Procurement Officer – Vendor Management will be assessed based on:
Number and quality of qualified vendors onboarded.
Vendor delivery performance.
Vendor quality compliance.
Vendor response time.
Vendor issue resolution time.
Cost savings achieved through vendor negotiations.
Percentage of vendors meeting agreed performance standards.
Accuracy and completeness of vendor records.
Reduction in vendor-related project delays.
Supplier availability and reliability.
Compliance with vendor onboarding and evaluation procedures.
Effectiveness of vendor relationships.
Percentage of active vendors regularly evaluated.
Job Requirements
Educational Qualification
Bachelor''s degree or HND in:
Procurement & Supply Chain Management
Purchasing & Supply
Business Administration
Logistics & Supply Chain Management
Quantity Surveying
Construction Management
Economics
Professional Certification
Professional certification is an advantage, particularly:
CIPS – Chartered Institute of Procurement & Supply
CIPSMN – Chartered Institute of Purchasing and Supply Management of Nigeria
CILT – Chartered Institute of Logistics and Transport
Other relevant procurement, purchasing, or supply chain certifications.
Experience
2–4 years of relevant experience in procurement, vendor management, supplier relationship management, or supply chain.
Previous experience within an architectural, construction, interior design, workspace fit-out, engineering, or real estate company is strongly preferred.
Experience managing suppliers, contractors, artisans, manufacturers, and service providers.
Experience with vendor sourcing, prequalification, negotiation, and performance evaluation.
Experience working with multiple vendors across different projects.
Experience managing vendor-related issues and resolving supplier performance challenges.