Office Administration and Secretarial Masterclass

Procurement Essentials for Non-Procurement Professionals

This course gives your teams the procurement know-how, risk awareness, and collaborative confidence to engage the process effectively

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Platform:
Online
In-class
Date Venue Duration
05 - 07 October 2026 Sandton, Gauteng 3 Days
02 - 04 December 2026 Sandton, Gauteng 3 Days
13 - 14 January 2027 Sandton, Gauteng 2 Days
22 - 26 February 2027 Sandton, Gauteng 5 Days
12 - 16 April 2027 Sandton, Gauteng 5 Days

Course Introduction

This interactive training is designed to demystify procurement for non-procurement professionals, empowering staff across all functions with the core knowledge and practical skills to navigate procurement processes confidently.

Participants will gain a comprehensive understanding of the entire procurement lifecycle — from identifying needs and drafting specifications, to supplier selection, contract management, and supplier relationship management.

Through real-world case studies, collaborative exercises, and practical scenarios, delegates will learn how to support their organisations in achieving value for money, mitigating risks, ensuring compliance, and upholding ethical standards. By the end of this course, non-procurement staff will be equipped to collaborate more effectively with procurement teams, contribute meaningfully to procurement activities within their departments, and help drive organisational success.

Course Duration Options

This course is available in two formats, so you can choose the depth that fits your time and needs:

2-Day Essentials Core Foundations

Procurement fundamentals, the procurement cycle, your role, compliance and risk, value for money, and future trends.

Ideal for: Those who need practical, immediate capability without an extended time commitment.

Both formats are delivered face-to-face, virtually, or in-house, and share the same practical, hands-on instructional approach.

Course Objectives

Upon completing this course, participants will be able to:
  • Grasp core procurement principles and objectives relevant to their roles
  • Understand the key stages and documentation within the procurement cycle
  • Recognise their responsibilities and touchpoints in procurement workflows
  • Promote compliance with organisational policies, procedures, and ethical standards
  • Communicate and collaborate effectively with procurement professionals
  • Support cost-effectiveness and value for money in departmental spending
  • Identify and address risks and ethical issues within procurement activities
  • Appreciate the importance of positive supplier relationships and stakeholder engagement

Who should attend?

  • Project Managers
  • Auditors
  • Legal and Compliance Professionals
  • Finance & Budget Officers
  • Engineers & Technical Staff
  • Operations and Administrative Personnel
  • Any Staff Involved in Sourcing, Vendor Management, Contract Approvals, or Budget Oversight
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Training Methodology

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.

Training Outline

2-Day Essentials — Training Outline

DAY 1 — Fundamentals and the Procurement Cycle
Module 1: Procurement Fundamentals
  • Defining procurement, purchasing, and sourcing, and procurement's strategic role in value creation
  • Principles: value for money, transparency, fairness, ethics
Module 2: The Procurement Cycle — Step by Step
  • Needs identification and specification writing
  • Sourcing strategies: direct purchase, quotations, tenders
  • Supplier selection, evaluation, and shortlisting; basics of RFQs, RFPs, and bid evaluation
  • Contract award, contract management, and the payment process

DAY 2 — Your Role, Compliance, and Value
Module 3: Your Role in Procurement
  • Initiating purchase requests and providing clear specifications
  • Participating in evaluation teams, and communicating effectively with procurement
Module 4: Compliance, Ethics & Risk
  • Legal and ethical considerations (conflicts of interest, confidentiality)
  • Identifying risks and risk mitigation strategies
Module 5: Driving Value for Money
  • Total Cost of Ownership (TCO), and balancing quality, service, and cost
Module 6: Future Trends and Close-Out
  • The impact of AI and data analytics on procurement
  • Embedding sustainability and ESG in procurement practices
  • Deciding whether the 5-Day Comprehensive programme is the right next step

5-Day Comprehensive — Training Outline

Day 1: Procurement Fundamentals
  • Defining procurement, purchasing, and sourcing
  • Overview of supply chain management
  • Strategic role of procurement in value creation
  • The importance of procurement for all staff
  • Principles: value for money, transparency, fairness, ethics

Day 2: The Procurement Cycle — Step by Step
  • Needs identification and specification writing
  • Sourcing strategies: direct purchase, quotations, tenders
  • Supplier selection, evaluation, and shortlisting
  • Basics of RFQs, RFPs, and bid evaluation
  • Essential negotiation techniques and stages
  • Contract award, contract management, and compliance
  • Receiving, inspection, and the payment process

Day 3: Your Role in Procurement
  • Initiating purchase requests and providing clear specifications
  • Participating in evaluation teams
  • Managing supplier relationships at the operational level
  • Effective communication with the procurement department
  • Collaboration for value-driven procurement outcomes

Day 4: Compliance, Ethics & Risk, and Driving Value for Money
  • Navigating procurement policies and procedures
  • Legal and ethical considerations (conflicts of interest, confidentiality)
  • Understanding compliance and the implications of non-compliance
  • Identifying risks (supplier failure, delivery delays) and mitigation strategies
  • Basics of Supplier Relationship Management (SRM)
  • The concept of Total Cost of Ownership (TCO), and achieving cost savings and operational efficiencies
  • Balancing quality, service, and cost; the critical role of stakeholder engagement

Day 5: Future Trends in Procurement
  • The impact of AI and data analytics on procurement
  • Overview of procurement technology tools (ERP, SAP, Oracle, Coupa, etc.)
  • Embedding sustainability and ESG in procurement practices
  • Recognising and avoiding unethical behaviours in procurement

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FAQs – Procurement Essentials for Non-Procurement Professionals

Build practical procurement skills to understand purchasing processes, manage supplier relationships, control costs, ensure compliance, and make effective procurement decisions with confidence.

What topics are covered in the Procurement Essentials for Non-Procurement Professionals course?
The course covers the fundamentals of the procurement cycle, requisitioning, purchasing policies and compliance, basic vendor evaluation, understanding cost drivers, negotiation fundamentals, supplier relationship management, and ethics in purchasing.
Who should attend the Procurement Essentials for Non-Procurement Professionals course?
This course is designed for department managers, budget holders, project managers, administrative professionals, operations staff, and non-finance personnel who are required to procure goods, services, or manage vendor interactions as part of their job duties.
How does this course help non-procurement staff manage budgets effectively?
Delegates gain an understanding of total cost of ownership (TCO), how to obtain and compare competitive quotations fairly, align purchases with organizational budgets, avoid unauthorized spend, and negotiate better value with suppliers without compromising quality.
How long is the Procurement Essentials for Non-Procurement Professionals training course?
The programme is structured as an intensive 1 to 2-day practical foundational course designed to demystify procurement processes and equip delegates with immediate, practical purchasing skills.
What practical tools and skills will delegates gain from this training?
Delegates learn how to write clear purchasing requisitions, draft basic scope of work documents, evaluate supplier proposals objectively, navigate internal approval workflows, maintain procurement governance, and manage vendor performance.
Can Prospen Africa deliver this course as customized in-house training?
Yes. Prospen Africa can tailor the course around your organization's specific procurement policies, approval delegation levels, purchasing software/workflows, and internal requisitioning templates.

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