Procurement Management Head

JOB PURPOSE

This function is responsible for managing the acquisition of goods, services and works for the bank and ensure that they are delivered in accordance with agreed standards and cost as well as management of contracts to ensure that the Banks interest is protected in the procurement of goods and services.

Under the supervision of the Head, Supply Chain Management, the following are among the Job Key Responsibilities:

Strategic

• To manage and implement a 3-year strategic plan for respective Departments
• To identify, deliver, manage and record cost saving initiatives exceeding 15% of the procurement plan per year or as may be determined from time to time.
• To lead in the implementation plans arising from cost savings initiative project recommendations and to ensure that the plans are effectively and clearly communicated
• To lead on management of contracts with suppliers and to drive continual quality and cost improvements
• To draft departmental procurement plans and track compliance
• To supervise the Procurement Specialists

Operational -Tender Management

• To keep a pre-qualified list of approved vendors for the respective units.
• To manage and attend to all sourcing and purchasing requests received.
• Ensuring all central Bank requirements are complied with and authority to proceed is obtained were necessary for all new souring requirements.
• To draft RFx for all initiatives identified by the business units and internal initiatives.
• To ensure RFx are approved by the business units before sending to the vendors. Specifications must be approved by business.
• To attend all tender clarifications and send out addendas as per tender guidelines.
• To organize and hold pre-bid meetings when required.
• To store records securely according to policy provisions.
• To conduct tender evaluations.
• Negotiating with suppliers to ensure commercial terms of all contracts bank-wide have adequately covered the banks interest and are in line with Bank policy.
• Draft Management Tender Committee papers and notes for award for tenders and inquiries and ensure that approvals are obtained.
• To manage the raising of purchase orders for contracts and expedites deliveries.

Operational- Contracts Management

• To facilitate contract manager nominations, issue appointment letters and conduct kick off meetings.
• Attend to all contract variations and contract exit process.
• Ensure contracts are renewed before they expire.
• To conduct negotiations on contracts- price and risk factors.
• Keep contract tracker updated at all times and ensure contracts are renewed in good time.
• Developing and nurturing good relationships with vendors. Reviewing and monitoring performance on a monthly basis for critical services.
• Hold service level meetings with users and vendors monthly.
• Manage potential service level and legal issues arising from vendor relationships.

Operational – Business Partner

• To be the first procurement point of contact for all procurement requested from the units allocated.
• To provide guidance to Business units on all procurement related matters.
• To engage and conduct stakeholder meetings monthly to catch up on requirements.

Reporting

• Send spend reports to Head Supply Chain (HSCM) monthly.
• Send procurement plan reconciliation to Head Supply Chain monthly.
• Send tenders/requisition tracker monthly to Head Supply Chain monthly.
• Send monthly TAT report to HSCM.

Risk Management

• Running effective tendering process according to policy provisions.
• Screening vendors and keep an up to date record of Vendor documents.
• Support and execute necessary actions and deliverables to meet existing and new regulatory requirements.
• Training of stakeholders and contract managers on procurement policy provisions.
• Identification, mitigation and reporting of risks.
• Participate in annual review of procedure manuals and policies.

Governance

• Provide counsel to stakeholders across the business functions in support if procurement, vendor management, outsourcing and contract management including other procurement related queries.
• Responsible for governance, controls and compliance oversight across functions, policy and services delivered by Procurement

Managerial Roles

• Responsible for providing guidance to Procurement Coordinators and Specialists.
• Coaching Procurement Coordinators and Specialists on daily roles and requirements.
• Conduct meetings with Procurement Coordinators and Specialists on daily roles and requirements.
• Conduct meetings with Procurement Coordinators and Specialists and track progress.
• Attending to all maters escalated by or against the Procurement Coordinators and Specialists.
• To ensure that Quality assurance procedures are adhered to in the procurement of goods and services.
• To manage all people management aspects to ensure competent and engaged staff.
• Any other responsibilities or tasks as maybe assigned by management.

INTERNAL/EXTERNAL CONTACT

• External: Suppliers, External Auditors

• Internal: All internal Business Units

QUALIFICATIONS AND EXPERIENCE

• Grade 12 Certificate with Credit or above mandatory in Mathematics and English and any other three subjects
• Bachelor’s Degree in Purchasing and supply or any other related field
• Masters degree is an added advantage
• Member of the ZIPS
• Minimum of seven (7) years’ experience in procurement with 5 years management experience
• Experience in Banking is an added advantage
• Familiarity with international best practices and global trends in the sector

JOB CORE COMPETENCIES

• Negotiation
• Verbal & Written communication skills
• Minute/Secretarial duties
• Meeting management
• Analytical skills
• Adherence to processes
• Transparency
• Objectivity
• Stakeholder management
• Decision making
• Accountability
• Drive for results
• Attention to detail