Manager Commercial Services True North Consult Ltd

Summary
• Provide oversight and manage the Commercial Services function of the NCBAU to ensure best practices are adopted and observed in corporate property management, NCBAU sourcing and acquisition, outsourced vendor management and health and safety functions.
• The role also entails management of construction projects, major renovations to premises, and general administration oversight.

Key Results
Financial:
• Conducting procurement planning on an annual basis to ensure capex
expenditures are well distributed through the year basing on previous financial trends of the bank
Managing the bank spend, negotiating and ensuring budget compliance across all departments
• Procurement requisition and Purchase order approvals as per the Procurement and Vendor Management Policy
• Managing bank sourcing and value optimization
• Benchmarking costs for goods and services to maximize cost-effectiveness in recognition of the technical aspects
• Negotiating to ensure cost savings for the bank
• Monitoring unit expenses and payments to ensure budget compliance
• Presenting regular reports and reviews of commercial services related budgets, finances, expenditures, and purchases
Ensuring productivity or resource utilization standards or benchmarks
• Forming and nurturing business relationships for the bank to ensure growth of the customer base
• Ensuring that SLAs are entered into with at least 70% of the vendors to ensure that prices are locked down and thus cost savings realized
• Ensuring quality of contracts
• Encouraging vendors especially those with SLAs are banked with NCBA and resolving issues with vendor accounts maintained with the bank
• Conducting Market analysis to analyze the trends of properties in the market to support branch planting and bank expansion. (Responsible for property availability intelligence)
Property management, procurement and administration policies and systems
Customer:
• Managing supplier relationships and payments, manage staff relationships with the unit
• Being Fore runner for Prequalification of vendors

Job Description
• Authorization of Requisitions and Purchase Orders as per financial controls and policy
• Managing contractor and vendor relationships
• Managing and reviewing service contracts to ensure organizational needs are being met
• Ensuring delivery schedules, quantity and quality criteria are met
• High quality project leadership and management during construction, acquisition, or disposal of properties
• Reviewing Services Drawings, BOQs and Specifications.
• Ensuring efficient utilization of bank facilities by staff
Developing and implementing cost reduction initiatives including energy efficient practices.
• Ensuring provision of prompt response to requests and issues from both internal and external customers
• Signing off a facility management program including preventative maintenance and associated life-cycle requirements and ensuring adherence
• Ensuring quality administration support is offered

Internal business processes:
• Risk management in purchasing by developing action plans to closure of RCSA,
process/procedure reengineering, analysis/ reviews and adherence to regulatory requirements and adhere to Central bank prudential guidelines
• Overseeing depository for all bank contracts
• Overseeing the asset management process to ensure that bank assets are well maintained
• Reviewing and presenting monthly administration and procurement reports
Ensuring the bank has the flawless and necessary administrative support
• Closely working with Legal and Compliance to ensure that all service contracts are renewed in a timely manner
• Ensuring quality of procurement and issuing services
• Ensuring quality of maintenance services
• Overseeing compliance to procurement and vendor management policies and procedures
• Ensuring satisfactory unit audit ratings and closing of audit issues in a timely manner
• Promoting and ensuring smooth working relationships with Finance and Strategy department
• Providing oversight over the condition, usability, and accuracy of records of the
Bank properties
• Driving statutory compliance on all property related legislations, decrees and notices
• Quality of leadership experienced throughout the department which translates into conducive work environment and employee satisfaction
• Effectiveness of team structure and application of established systems (policies, processes, and tools) in achieving compliance requirements, optimal efficiency, resource utilization and cost containment
Ensuring employee retention, satisfaction, and competence development within the unit
• Supervisory role over the unit and direct reports as the Procurement and Vendor Management Officer and Property and Facilities Officer Learning and growth:

Job Description
• Ensure the NCBA culture is entrenched in the daily routine of our operations.
• Implementation of change and capability development programs
• Ensuring innovation in the daily performance of the role
• Ensuring policy readership and tests adherence and compliance

Job Dimensions
Direct Reports:
• Procurement and Vendor Management Officer
• Property and Facilities Officer
Indirect Reports:
• None
Stakeholder
Management
Internal:
• All units – branches, head office and sales outlets.
External:
• Suppliers/service providers/contractors

Decision Making
Authority
• Approval of procurement, vendor management, procurement method to be employed, contracting and respective service providers at cost effective prices. Also Recommend among alternative suppliers as to which vendor should be awarded tender
• Approval levels based on control guidelines and capabilities
Escalation procedures to facilitate efficient flow of authorization and processing
• Overseeing the biding processes
• Taking action against nonperforming vendors
• Approves or rejects payment requests for all Bank vendors.
• Requests funds from projects budgets to enable payment.
• Oversight over all construction/repairs projects
• Approve for processing all travel requests/plans by staff and consultants.
• Manage vendor/stakeholder relationships including vendors performance monitoring and evaluation.

Work cycle and impact
• Weekly – Procurement approval as per requisitions and purchase orders
• Monthly – analysis on procurements as per the annual procurement plan, costs and savings, monthly administration report, property and facilities report
• Annual – Goals, objectives, cost savings initiatives etc

Person Specification
Education, Training,

Skills & Experience
Academic qualifications:
• University degree in preferably Procurement or Logistics Management, Business Administration, or related discipline

Professional training:
• Professional certificate in Procurement or Logistics Management would be added advantage

Desired work experience:
• At least four (4) years’ experience in Procurement, vendor management, and administration, two (2) of which should be a manager level.
• Banking experience is an added advantage; Experience using procurement software and tools, including SAP.

Job Description
• In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms. Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Management and leadership skills. Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Highly organized and detail oriented. Excellent analytical and problem-solving skill

Technical Competencies:
Negotiation skills:
• Must be a good negotiator, particularly in changing behavior and work practices.

Administrative duties:
• Must possess ability to analyze management strategies and issues and develop appropriate action plans
• Conduct market surveysMust be able to monitor market trends for purposes establishes the best procurement strategies, vendor performance by bench marking

Behavioral Competencies:
Interpersonal skills:
• To create and maintain relevant business networks; and to effectively communicate with and manage customer expectations (internal and external), and other stakeholders who impact performance.

Technical skills:
• To effectively perform support activities/tasks for Administration and
Procurement in a manner that consistently achieves high quality standards or benchmarks.

Analytical skills:
• Analytical, processing and report writing skills specific to Administration and Procurement operations

Knowledge and Process Flow Skills:
• Knowledge and effective application of all relevant banking policies, processes, procedures, and guidelines to consistently achieve required compliance standards or benchmarks.

Self-empowerment:
• Self-empowerment to enable the development of open communication, teamwork and trust are needed to support performance and customer-service oriented culture.
People management skills:
• Well-developed staff supervisory skills and ability to assess staff performance and train them.

Goal driven and results oriented:
• Enjoys being measured, and judged by administrative performance targets Decision making and innovation skills:
• Able to make decisions, initiative and innovative in executing work.

Problem solving skills:
• Able to resolve problems amicably and meet deadlines.