Procurement Officer

Position Overview

Blue Berries Namibia manages a large-scale commercial blueberry farm situated in the Kavango East Region. This high-volume operation requires diligent oversight of daily purchasing activities across various categories such as agronomy, packaging, fuel, fleet, maintenance, and consumables. The Procurement Officer plays a key role in managing the entire procurement process, from initiating requisitions and negotiating with suppliers to processing purchase orders via Xero, verifying received goods, matching invoices, and maintaining audit-ready documentation. This hands-on position also includes responsibilities for fleet, asset, and office administration, as well as supporting monthly financial reporting and VAT compliance.

Core Duties and Responsibilities

• Manage procurement for all farm operations including agricultural inputs, packaging, consumables, spares, tools, protective wear, and general supplies based on approved requisitions.
• Source competitive quotations, evaluate costs and terms, and negotiate for optimal value from local and regional suppliers.
• Serve as the main liaison for suppliers, overseeing daily interactions such as order confirmations, delivery schedules, and resolving queries.
• Maintain updated supplier databases, pricing schedules, and contact information.
• Track pending and back-ordered items, providing timely updates to operational teams.
• Validate goods received against orders and delivery notes, addressing any discrepancies like shortages or damage promptly.
• Accurately and promptly process purchase orders in Xero, ensuring proper coding, allocation, and approval before financial commitment.
• Match supplier invoices to purchase orders and delivery documentation, resolving any inconsistencies before payment processing.
• Organize, scan, and index all invoices and delivery notes for weekly submission to the group finance team.
• Prepare comprehensive VAT audit files in accordance with Namibian Revenue Agency standards and external auditing requirements.
• Act as a designated backup user for payment loading on Standard Bank's online banking platform, adhering to delegated authority limits.
• Ensure all procurement documentation is complete and filed for month-end financial deadlines.
• Control purchases within approved operating and capital budgets, verifying budget availability prior to expenditure.
• Monitor committed and actual expenses by cost center, alerting management to potential overspending early.
• Identify cost reduction opportunities through order consolidation, supplier alternatives, and improved planning.
• Assist in preparing procurement-related inputs for annual budgets and periodic forecasts.
• Manage farm vehicle allocation requests and maintain accurate usage records.
• Ensure timely renewal of vehicle licenses and maintain licensing registries.
• Administer vehicle tracking systems such as Netstar, including user access and reporting.
• Oversee fuel management using the Blue Fuel system, from ordering to consumption reporting by vehicle and cost center.
• Coordinate vehicle maintenance, servicing, repairs, and ensure roadworthiness compliance.
• Maintain comprehensive and retrievable records for farm assets including fixed asset registers and movement logs.
• Order and manage office stationery and consumables, ensuring adequate stock levels.
• Arrange repairs and maintenance for office equipment including computers, printers, and network hardware, tracking repair status.
• Maintain organized filing for procurement, fleet, and asset documentation.
• Support event and visitor logistics by procuring catering, materials, and services within set budgets.

Required Qualifications and Experience

• Completion of Grade 12 (NSSC) with Mathematics or Accounting as subjects.
• Possession of a diploma (NQF Level 6) or degree (NQF Level 7) in Purchasing, Supply Chain Management, Logistics, Business Administration, or Accounting.
• Three to five years' experience in procurement, buying, or purchasing administration.
• Practical knowledge of processing purchase orders and supplier invoices in accounting software; proficiency with Xero is highly advantageous.
• Strong understanding of VAT regulations and supporting documentation for audits.
• Advanced skills in Microsoft Excel and general computer proficiency.
• Valid Code B (or higher) driver's license.
• Namibian citizenship or valid work permit for Namibia.
• Willingness to reside and work at a remote farm location in Kavango East Region.

Preferred Additional Skills

• Experience within agricultural, horticultural, or other primary production sectors.
• Familiarity with fleet management, NATIS licensing, and fuel management systems.
• Knowledge of fixed asset registers and stock or inventory control.
• Ability to communicate in Afrikaans or Rukavango beyond English.

Key Personal Competencies

• Exceptional accuracy and meticulous attention to detail.
• Strong administrative skills and disciplined record management.
• Sound commercial judgement and negotiation capability.
• High ethical standards and integrity in managing supplier relationships and company funds.
• Ability to prioritize tasks and perform under pressure, especially during harvest seasons.
• Effective verbal and written communication skills in English.
• Proactive problem-solving and independent follow-through.
• Team-oriented and cooperative across departments.

Additional Information

This position carries delegated purchasing authority and backup access to the company’s banking system. The successful applicant will undergo reference checks, criminal background checks, and credit verification. Compliance with company procurement policies, delegation of authority, and segregation of duty frameworks is mandatory at all times.