Background
The Alliance for a Green Revolution in Africa (AGRA) is committed to maintaining high standards of procurement governance, transparency, and data accuracy. As part of its efforts to enhance vendor management and procurement compliance, AGRA recently undertook a comprehensive supplier prequalification exercise through an outsourced service provider. This exercise aimed to assess and refresh the current list of vendors and ensure alignment with organizational requirements.
Following a recent internal audit, a number of critical gaps and inconsistencies were identified in AGRA’s existing Oracle ERP supplier database. These included incomplete or missing Know Your Customer (KYC) information, outdated supplier details, and inadequate categorization of suppliers. The audit recommended urgent corrective action to enhance data integrity and ensure compliance with procurement policies.
AGRA’s Oracle system currently holds approximately 7,000 supplier records. To address the audit recommendations and build upon the outcomes of the prequalification exercise, AGRA is undertaking a comprehensive database cleanup. This will involve manual review and data entry, validation of supplier data, outreach to suppliers for missing documentation, uploading of attachments, and proper classification of supplier profiles.
AGRA is seeking to engage four qualified consultants to support this work over a 30-working-day period.
Objectives
The primary objectives of the assignment are to:
1. Review the existing supplier data in AGRA’s Oracle ERP system and AGRAs supplier database.
2. Ensure all prequalified consultants/vendors are registered on oracle under all applicable Bus.
3. Verify the completeness and accuracy of KYC and related supplier information.
4. Conduct supplier outreach to request missing documentation.
5. Perform manual updates and data entry in Oracle, including attaching documents and updating fields.
6. Ensure correct classification of suppliers by business/service category.
7. Improve the overall reliability, usability, and compliance of the supplier database.
Scope of Work
The consultants will undertake the following:
1. Conduct a detailed review of AGRA’s supplier records.
2. Identify incomplete, inconsistent, or outdated data in AGRA’s supplier records and update with required information.
3. Initiate standardized email communications to suppliers requesting missing KYC documents or data.
4. Follow up where necessary to ensure supplier responsiveness.
5. Validate all submitted documents and ensure compliance with AGRA’s requirements.
6. Manually enter supplier data and upload supporting documents into Oracle.
7. Assign accurate supplier classifications based on predefined categories.
8. Ensure security, confidentiality, and integrity of all supplier data.
9. Provide daily updates to AGRA and escalate any systemic issues or bottlenecks.
Qualifications and Experience
The ideal consultants should have:
1. Bachelor’s degree in Procurement, Information Systems, Supply Chain, or related fields.
2. 2 years of experience in data management, procurement operations, or ERP systems.
3. Previous experience with Oracle ERP (supplier/vendor modules preferred).
4. Manual data entry experience with high accuracy.
5. Familiarity with KYC, vendor onboarding, and compliance processes.
6. Proficiency in Microsoft Excel and data tracking tools.
7. Strong attention to detail and data accuracy.
8. Excellent communication skills for supplier engagement.
9. Confidentiality and data protection awareness.
10. Ability to work independently and meet strict timelines.
