Procurement And Budget Support Officer

SUMMARY:
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POSITION INFO:

The Budget and Procurement Support Officer provide dedicated budgeting, financial administration, and procurement support to the Innovation Unit. The role is responsible for enabling effective cost control, compliant procurement processes, accurate financial tracking, and reliable reporting across innovation and strategic projects. Through strong financial discipline and governance support, the role ensures that projects are delivered efficiently, within approved budgets, and in line with organisational policies and reporting requirements.

Key deliverables include:

• Accurate and up-to-date budget tracking, forecasting, and expenditure reporting
• Timely and compliant procurement support aligned to approved governance frameworks
• Reliable financial and management reports aligned to organisational reporting cycles
• Effective cost control, variance monitoring, and maintenance of audit-ready documentation

Duties & Responsibilities

Budgeting and Financial Administration:

• Enable procurement activities for the Innovation Unit in accordance with approved procurement and financial policies.
• Prepare procurement documentation, including motivation documents and procurement proposals.
• Source, obtain, and compare quotations from suppliers and service providers.
• Support supplier selection processes in line with governance and value-for-money principles.
• Coordinate procurement approvals and ensure adherence to delegated authority levels.
• Track procurement timelines to ensure timely delivery of goods and services.
• Maintain procurement records and contracts documentation.

Procurement Support:

• Enable procurement activities for the Innovation Unit in accordance with approved procurement and financial policies.
• Prepare procurement documentation, including motivation documents and procurement proposals.
• Source, obtain, and compare quotations from suppliers and service providers.
• Support supplier selection processes in line with governance and value-for-money principles.
• Coordinate procurement approvals and ensure adherence to delegated authority levels.
• Track procurement timelines to ensure timely delivery of goods and services.
• Maintain procurement records and contracts documentation.

Cost Control and Compliance:

• Ensure that procurement and expenditure comply with internal financial controls, policies, and procedures.
• Support audit queries and provide documentation as required by the Finance Unit.
• Identify opportunities to improve procurement efficiency and cost effectiveness.

Financial Reporting:

• Support the preparation of monthly, quarterly, and annual financial reports for the Innovation Unit, in collaboration with the Finance Unit.
• Assist with management reporting, including spend analysis and financial performance summaries.
• Reconcile invoices, purchase orders, and payments in collaboration with Finance.
• Ensure accurate allocation of costs to relevant projects and cost centres.

Stock Control and Asset Management:

• Assist with stock control processes, including tracking, reconciliation, and record keeping, as required.
• Coordinate stock-related reporting where applicable.

Stakeholder Coordination:

• Liaise with Finance and internal stakeholders to support smooth procurement and financial processes.
• Engage with external suppliers and service providers on procurement-related matters.
• Support Innovation Unit project teams with financial and procurement guidance.

Desired Experience & Qualification

Qualifications & Experience:

• Relevant qualification in Finance, Accounting, Business Administration, or a related field.
• 3–5 years’ experience in financial administration, procurement support, or budget management (experience in regulated or corporate environments advantageous).
• Experience supporting project-based or innovation-driven teams preferred.

Skills & Competencies:

• Sound understanding of procurement processes and financial controls.
• Strong budgeting, reporting, and numerical skills.
• Knowledge of organisational financial policies and governance requirements.
• Proficiency in financial systems, ERP platforms, and MS Excel.
• Strong attention to detail and document management skills.
• High level of accuracy and integrity.
• Strong organisational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Good communication and stakeholder engagement skills.
• Proactive, solution-oriented, and service-focused approach.

Performance Measures:

• Compliance with procurement and financial policies.
• Accuracy and timeliness of financial reporting.
• Effective budget control and variance management.
• Quality and delivery on timelines of procurement support provided to the Innovation Unit.