Sourcing & Vendor Coordinator

Sourcing & Vendor Coordinator

The Sourcing & Vendor Coordinator supports the Procurement Department in sourcing, evaluating, and coordinating with vendors to ensure the effective and timely procurement of goods and services. The role supports sourcing activities, supplier engagement, quotation and proposal processes, commercial evaluation, vendor coordination, and procurement documentation. The position also contributes to maintaining effective supplier relationships, achieving value for money, and ensuring sourcing activities are conducted in accordance with applicable procurement policies and organizational requirements.

Key Responsibilities:

• Source and identify suitable vendors and service providers in accordance with organizational requirements.
• Support the evaluation and selection of vendors based on quality, capability, pricing, service, delivery, and other relevant criteria.
• Prepare, issue, and coordinate Requests for Quotation (RFQs), Requests for Proposal (RFPs), and other sourcing activities as required.
• Review and compare supplier quotations and proposals to support effective procurement decisions.
• Coordinate and support negotiations with vendors regarding pricing, commercial terms, warranties, delivery requirements, and service conditions.
• Coordinate with internal departments to clarify procurement requirements, specifications, scopes of work, timelines, and sourcing needs.
• Liaise with vendors throughout the procurement process and follow up on quotations, documentation, deliveries, invoices, and other procurement-related requirements.
• Support the preparation of procurement recommendations, evaluations, approvals, and related documentation.
• Maintain accurate and organized records of sourcing activities, vendor information, quotations, approvals, correspondence, and other procurement documentation.
• Maintain and update vendor databases and supplier records.
• Support the monitoring and evaluation of vendor performance, including service quality, delivery, responsiveness, and compliance with agreed requirements.
• Build and maintain professional and constructive relationships with vendors and internal stakeholders.
• Support procurement reporting and provide accurate updates on sourcing activities and vendor status.
• Ensure sourcing and vendor-management activities comply with applicable procurement policies, procedures, delegated authorities, and organizational requirements.
• Maintain confidentiality and integrity when handling vendor information, quotations, pricing, and commercially sensitive information.
• Contribute to continuous improvement initiatives aimed at strengthening sourcing effectiveness, vendor performance, procurement efficiency, and value for money.
• Perform other related duties within the scope of the position as assigned by the line manager.

Qualifications & Experience:

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a related field.
• Minimum of 3 years of relevant experience in procurement, sourcing, purchasing, supply chain, or vendor management.
• Experience in vendor sourcing, supplier coordination, quotation management, and procurement documentation is preferred.
• Experience with RFQs, RFPs, supplier evaluations, and commercial comparisons is preferred.
• Experience using procurement or ERP systems is an advantage.
• Experience within the government, public, or education sector would be an advantage.
• Good proficiency in Microsoft Office applications, particularly Excel.
• Good written and verbal communication skills in English.

Language Requirements:

• Good written and verbal communication skills in English, with the ability to communicate effectively with internal departments, vendors, and other stakeholders.

Competencies

• Sourcing and Vendor Management
• Commercial Awareness and Negotiation
• Supplier Evaluation
• Procurement Coordination
• Analytical and Problem-Solving Skills
• Planning and Organization
• Attention to Detail and Accuracy
• Communication and Stakeholder Management
• Collaboration and Teamwork
• Results Orientation
• Integrity and Confidentiality
• Digital and Systems Capability
• Adaptability and Initiative