The Procurement and Reservation Specialist is responsible for managing complex procurement and reservation tasks with a focus on efficiency, compliance, and value for money. The role involves close coordination with suppliers, internal stakeholders, and service providers, with attention to risk control and adherence to university policies and procedures.

Procurement Management:

• Receive, review, and validate purchase requests from end users to ensure accuracy and completeness.
• Prepare and review comparison sheets and ensure compliance with procurement guidelines before vendor selection.
• Coordinate the full procurement cycle including RFQs, LPOs, delivery follow-up, and payment coordination.
• Conduct market research to identify qualified suppliers offering better terms, quality, and pricing.
• Support in developing and implementing internal control mechanisms and process improvements.
• Maintain accurate procurement records and ensure all documentation is filed and archived properly.
• Ensure all procurement and reservation activities comply with the authority matrix, PPM, and internal policies.
• Recommend improvements to procurement and reservation procedures to enhance control, reduce cost, and minimize risks.
• To complete any other duties and responsibilities when requested by the line manager.

Reservation Management:

• Manage all ticket and hotel booking requests for staff and visitors, ensuring timely and cost-effective arrangements.
• Liaise with approved travel agents and hotel providers to secure competitive rates and efficient service.
• Track all reservations and maintain updated logs to ensure clear communication and prevent duplication or budget overruns.
• Ensure compliance with HR travel policy and reservation guidelines.
• Conduct periodic reviews of vendor performance and recommend improvements or alternatives when needed.

Minimum 2–3 years of relevant experience in procurement and reservation functions.

• Strong knowledge of procurement procedures and best practices.
• Experience in reservation and travel coordination.
• Excellent negotiation and interpersonal skills.
• Ability to prepare reports, maintain accurate records, and follow up effectively.
• Skilled in ERP systems and Microsoft Office applications.

Bachelor’s degree in business administration, Supply Chain, or a related field.