Requests should move without spend leaking.
Requisitions stall in inboxes, comparisons are rebuilt from scratch and deliveries surprise the store. The Procurement Officer prepares RFQs, comparisons and order follow-up — every shilling of commitment stays behind a human approval.
Comparisons are prepared. Commitments are approved.
The Procurement Officer exists for the gap between “we need it” and “it arrived, invoiced correctly”. It issues RFQs, normalises quotations into like-for-like comparisons and tracks orders through confirmation and delivery.
It works inside your spend controls. Budget owners approve every commitment, thresholds decide what needs senior sign-off, and conflict-of-interest flags are escalated, never overridden.
- Issue RFQs and chase supplier responses
- Build like-for-like comparisons with a reasoned recommendation
- Prepare purchase orders from approved decisions
- Track confirmations, deliveries and invoice matching
A typical flow
Illustrative workflow-
Intake the request
Purchase requests enter one queue with the detail needed to act: item, quantity, budget line, urgency.
Complete requests -
Prepare the comparison
The Procurement Officer issues RFQs, normalises quotations and drafts a comparison with its reasoning.
Prepared, not decided -
Approve the spend
The budget owner approves, negotiates or rejects. Thresholds decide what needs senior sign-off.
Authority gate -
Track to receipt
Orders are issued, confirmations chased, deliveries recorded and invoices matched to what arrived.
Closed loop
Follow-up is delegated. Spend authority is not.
Within its role
- Run RFQs and build like-for-like supplier comparisons
- Prepare purchase orders from approved decisions
- Chase confirmations, deliveries and missing documents
- Flag price variances, split orders and unusual patterns
Always with people
- Award suppliers or commit spend
- Approve its own recommendations
- Release payments
- Override conflict-of-interest or policy flags
Bring us one procurement workflow.
We will look at how the work moves today, where authority should sit, and what a sensible first phase could look like.