I’ve talked about how straightforward procurement can be, but I haven’t talked about how stressful the job can get.
Procurement requires a lot of patience because you’re constantly dealing with different people. That’s where good customer service and people skills become just as important as technical knowledge.
You can walk into work one morning and end up in a disagreement with a department VP, spend the afternoon negotiating with a vendor, and finish the day explaining company policy to a frustrated stakeholder. You never really know what each day will bring, so you have to be prepared.
One thing about procurement is that procedures matter. Not even the VP of another department can force you to bypass the process or push through a purchase without following the proper approvals. Your job is to protect the organization by ensuring every purchase follows policy.
At the same time, you have to respect the people who help keep the process moving. If you treat them poorly, they can make your job much harder, not by breaking the rules, but simply because they have their own workload and priorities.
For example, the warehouse receiving team is one of your biggest allies. When a vendor delivers goods, the items must be scanned and officially received into the system before Accounts Payable can process the invoice and release payment. If receiving is delayed, the vendor starts calling you, the stakeholder starts asking questions, and suddenly you’re under pressure even though the delivery has already arrived.
That’s why I always say: be kind to the people who make your job easier. Respect goes a long way in procurement, and good working relationships can save you a lot of unnecessary stress.
Procurement is simply buying goods or services for an organization, but with a much longer and more structured process. Here’s a simple example of how it works:
If you need a new microwave at home, you can walk into Home Depot or Walmart, pick one from the shelf, pay, and leave. That’s it!
But in procurement, we don’t shop like that.
First, someone has to identify a need. For example, a stakeholder tells us that the hospital kitchen needs a new microwave. They submit what we call a requisition form to the procurement department. Different organizations may have a different name for this form.
Procurement reviews the request and confirms that the department responsible for the kitchen, let’s say Facilities, has enough money in its budget for the purchase.
Then we review the requirements: What brand do they want? What size or dimensions will fit the space? When do they need it? What is their budget?
Next, we look for vendors that can provide exactly what we need. It could be a retailer like Walmart or a manufacturer or supplier like GE.
We then send out an RFQ, which means Request for Quote. Basically, we are asking vendors: How much will you charge us to supply, deliver, and possibly install this microwave by the date we need it?
Instead of just checking a price online and clicking “Buy Now,” we request a formal quote in writing. Depending on the vendor, getting the quote could take 24 - 48 hours to hear back from them.
And yes… all of this is just to buy one microwave. We do it for budget control, documentation, accountability, and making sure the organization gets what it actually needs.
Okay, before I type the rest of the process, I need to know someone is actually reading this and I’m not wasting my time.
If you want to know what happens after the quotes come in, let me know in the comments and I’ll finish the process.
Wishing you a Happy Birthday.
Nigeria with you is an enigma I’m grateful I will experience graceful, inspiring, and full of wonder. May the year ahead reveal new chapters of success, peace, and happiness for you sir.
Your Excellency
@PeterObi