Sourcing Specialist

The purpose of this Terms of Reference (TOR) is to define the responsibilities, scope of work, and deliverables of the Sourcing & RFQ Management function. The role ensures timely RFQ processing, competitive pricing, effective supplier engagement, and efficient procurement operations.

2. Scope of Work

2.1 RFQ Management

1. Receive, acknowledge, and log all RFQs from clients daily.

2. Review and submit all RFQs within the required deadlines.

2.2 Due Diligence & Internal Review

1. Conduct due diligence by reviewing item purchase history, supplier performance, and technical specifications.

2. Verify accuracy and consistency of item information before preparing quotations.

2.3 Supplier Sourcing & Market Engagement

1. Float RFQs to local and international suppliers with full datasheets and specifications.

2. Collect quotations and perform comparative analysis to identify competitive suppliers.

3. Evaluate submissions based on price, lead time, C&F costs, economies of scale, and logistics considerations.

4. Coordinate shipment consolidation where applicable for cost-effective procurement.

2.4 Supplier Negotiation & Follow-Up

1. Maintain continuous follow-up with suppliers to ensure timely responses.

2. Negotiate favorable pricing and commercial terms.

2.5 Costing & Price Development

1. Perform detailed costing, including logistics, duties, handling, and other overheads.

2. Establish competitive selling prices with optimal profit margins.

2.6 Submission & Conversion Tracking

1. Prepare and submit all RFQ quotations within the stipulated deadlines.

2. Follow up on pending, delayed, or unaddressed RFQs to maximize conversion rates.

2.7 Supply Chain Optimization

1. Apply supply chain expertise to leverage vertical market integration and enhance operational efficiency.

2.8 Additional Duties

1. Perform any other tasks related to sourcing, procurement, or supply chain operations as may be assigned.

3. Expected Deliverables

Timely acknowledgement and submission of all RFQs. Accurate and competitive quotations. Effective supplier sourcing, engagement, and negotiation. Comparative analysis reports when needed. Improved RFQ conversion ratios.

4. Reporting

The Sourcing & RFQ personnel will report to: TBD.

5. Ethical & Compliance Requirements

Maintain strict confidentiality of client, supplier, and internal data. Ensure transparency and fairness in all sourcing activities. Comply with organizational procurement policies and industry best practices.

6. Competencies Required

6.1 Technical Competencies

Strong understanding of procurement and sourcing processes. Knowledge of international trade terms (Incoterms), C&F, freight, and customs-related costs. Proficiency in comparative analysis and total cost of ownership evaluation. Ability to interpret datasheets, technical specifications, and product documentation. Good negotiation and supplier relationship management skills. Proficiency in MS Excel and procurement systems/ERPs.

6.2 Behavioral Competencies

High attention to detail and accuracy. Strong organizational and time-management skills. Effective communication (written and verbal). Ability to work under pressure and meet strict deadlines. Analytical thinking and problem-solving skills. Professionalism, integrity, and confidentiality. Proactive and results-oriented mindset.

7. Qualifications

Bachelor's degree in Supply Chain Management, Procurement, Business Administration, Engineering, or related field. Professional certifications are an added advantage. Minimum 3–5 years experience in sourcing, procurement, or supply chain management. Experience in RFQ management, supplier negotiations, or international sourcing is preferred. Strong reporting and documentation skills.

8. Duration & Working Conditions

• Location of Work: Dar Es Salaam, Tanzania
• Working Hours: 8:30am – 5:30pm
• Accommodation on sharing basis
• Transport allowance to and fro office
• Air ticket upon 2 years of successful completion of the contract