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Job details
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Job Title: Procurement Officer
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Department/Office: Administration Department
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Supervisor/Manager Title: Executive Head of Support Services
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Grade: TBD
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Positions reporting to this job: Procurement Assistant
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Job Purpose-Indicate in one or two sentences the general purpose of the position (or why this job exists).
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Responsible for Sourcing of Suppliers (prequalification) and purchasing of goods and services with transparency, accountability, efficiency and cost effectiveness as guided by the procurement policy. Review of Contracts of the Bank on an annual basis as per policy. Insurance renewals and claims settlement follow up.
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Responsibilities and Accountabilities-starting with strategic, managerial then operational
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Procurement: Ensure that bank purchases are undertaken comprehensively and meticulously by:
- Procurement to be done within stipulated timelines.
- All request for proposals and request for quotations (RFPs/RFQs) to be received, recorded and executed within stipulated SLA (Weekly reporting template to be provided to supervisor)
- All approval documents to be scanned in a shared folder.
- LPOs to be tracked to ensure goods, services and works are delivered within timeline.
- To ensure procurement is done procedurally and the Bank gets value for money
- To ensure costs are optimised for every procurement done savings of 3% of annual budget to be targeted
- Weekly reports are provided to supervisor on savings and LPOs outstanding.
- Supplier prequalification is done as per policy and market intelligence is undertaken when sourcing for new suppliers.
- Monthly summary reports to be provided to supervisor.
Contracts: Ensure that bank contracts are renewed and appraised comprehensively by:
- Contracts to be renewed 3 months before expiry.
- Ensure supplier appraisals conducted in liaison with internal stakeholders and cost reviewed on competitiveness.
- Ensure that cost for contractual services are optimal and not inflated through 5% target on savings
- Internal stakeholders to be advised immediately once contract is signed to diarise monitoring schedules
- Weekly reports to be provided to supervisor on contracts monitoring tool. Monthly summary reports to be provided to supervisor.
Insurance: Ensure meticulous and comprehensive review of bank insurances by:
- Ensure all bank insurance covers are renewed by 31st December of every year or the policy due date.
- To ensure that the interest of the Bank is taken care of in all the insurance covers obtained.
- To target savings of 5% annually through negotiations.
Cost Optimization Management: Ensure optimal cost review for all Bank expenses by:
- Developing cost review metrics and ensure that the same is tracked in liaison with head of business support.
- Ensuring that any exceptional cost incurred is escalated to the head of business support for further review.
- Monitoring the company cost exposure and advising on corrective, mitigation measures.
- Ensure cost reduction through effective negotiation on bank purchases.
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Key Performance Indicators (at least 5)
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- Internal control – Monitor Procurement, contract and insurance by the number of request closed within time and satisfactory. Within SLA
- Adherence to Quality standards -100%.
- Adherence to policies – 100%
- Cost – optimization and adherence by checking the total spend vs budget.
- Efficiency – Service level agreements compliance – the number of shortfalls per quarter.
- Internal control
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Minimum Requirements-State the academic and professional qualifications and work experience
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Bachelor’s degree in procurement and supply chain management or equivalent business-related field experience.
Three (3) years’ experience with one (1) year of exposure in procurement in a financial institution.
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Competencies and Attributes-State the personal traits and technical skills required in a sentence format (Competency Statements)
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- Knowledge of market practice around procurement and contractual processes – ability to give market insight on emerging trends to improve the bank.
- Analytical Skills – ability to deconstruct information/critical thinking, to draw conclusions for problem analysis, resolution and decisions making.
- People management – able to engage, motivate and work with cross-functional team members; Driving results through people.
- Stakeholder Management – demonstrate interpersonal skills in the identification, analysis, and planning of actions to communicate with, negotiate with and influence various stakeholders.
- Negotiation and influencing skills – ability to engage service providers and reduce the bank expenditure maintaining quality purchases.
- Decision making – provide leadership and strategic oversight to the team to ensure task are efficiently managed.
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Relationships and working contacts
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Internal Stakeholders: Management, and staff.
External Stakeholders: Service providers, customers, and government agencies.
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Work Environment
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Office setup with occasional visit to bank premises and supplier
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