Procurement and Administration Officer Salaam Bank

The purpose of this job is to effectively manage the purchasing cycle, ensuring that procurement policies and procedures are complied with, negotiating and managing supplier contracts, end-toend tendering process as well as ensuring that in all circumstances the bank secures the best service/product for the best economical price within the Procurement category, as well as contribute to handle all administrative to support the Head office and Branches.

RESPONSIBILITIES /KEY DELIVERABLES
Strategy:
• Development and management of key suppliers, internal operation of procurement function and coordination of purchasing with other functions within the bank, and efforts to meet or exceed bank’s expectations.
• Enforcement of all SLAs relating to Procurement and their reviews.
Carryout business case validations and ensure best value for money.
• Advise Senior Management on all aspects of procurement.

Risk Management and Compliance:
• Ensure compliance of the procurement and vendor management policy and give guidance to internal & external parties on matters regarding the policy
• Manage and respond to all Audit issues raised in regards to Procurement. Maintain an audit ready environment for both internal and external audits

Administrative:
• Procure assets of the Bank in accordance with Top finance Bank’s administrative policies and procedures Manual.
• Manage inventory / stationery and office supplies in accordance to the bank.
• Manage transport and logistics in line with the Bank’s policies and procedures.
• Maintain a register for office assets and ensure that each asset is engraved.
• Analyse request for purchase to determine whether to approve for competitive bids.
• Process invoices and ensure timely payment of suppliers and venders.
• Raise local purchase orders and relate documentation in the procurement process for approved procurement.
• Develop and maintain a suppliers list for quick identification of different suppliers of categories of goods, work and services as when the need arises.
• Ensure vehicles are in sound working conditions at all times and review their cycle maintenance records monthly.
• Review monthly fuel consumption for vehicles and generators to ensure proper utilization
• Ensure sufficient stocks of inventory are held in store to meet forecast demand and establish and implement Re-order level for all inventory stocks held in store.

Departmental planning and operational Management:
• Preparation & implementation of Procurement Plans with key departments
• Preparation of monthly spend reports for Procurement.
• Process Payments for all logistics services, verify that all invoices of goods and services are analysed, approved and paid in time to avoid termination of services and complain from suppliers.
• Identify & Initiate cost cutting measures with the aim of reducing cost without compromising service quality
• Undertake market research as well as bench mark with the market to ensure the bank gets value for money
• Enhance internal customer self-service and building internal customer relationships.
• Ensure that activities and tasks are tracked weekly and a report is shared with the manager.
• Manage vendor on boarding and ensure vendor prequalification documents are maintained and up to date.
• Manage contracts and corresponding SLAs for suppliers checking the validity, renewal, review of the necessary clauses and share the report with the manager for action
• Providing a monthly update on contracts that are due to expire 3 months prior to renewal.

Financial Responsibility
• Responsible for the administration and procurement Budget (CapEx & OpEx)
• Tendering for all the services within Logistics and ensure the prices being used are competitive
• Monitor and review budgets by undertaking cost/budget analysis and highlighting any cost changes.

EDUCATION & TRAINING
Person Specification
• Minimum a University Degree preferably Bachelors ‘degree in Procurement, Accounting and Finance or Business administration or any other relevant field.
• Certificate in procurement and logistics management. (CIPs) is an added advantage
• Professional procurement qualification may be an added advantage.
• A minimum of 2 years banking experience.

Skills & Experience
• Procurement skills.
• Strong interpersonal and communication skills.
• Administration skills including record keeping and store management.
• Communication (verbal and written) and interpersonal skills and Leadership Abilities.
• Demonstrated competences for accuracy, attention to detail and integrity.
• Analytical and problem-solving skills.
• Microsoft proficiency in word and Excel.
• Execution Skills.
• Excellent Team Spirit.

Business Behaviours
• Excellent communications and engagement skills
• Organisational skills: Ability to priorities, plan, coordinate, work under pressure and without supervision
• Strong skills in stakeholder management and relationship building
• High level of integrity and strong entrepreneurial skills
• Strong skills at relationship building
• Self-drive and initiative
• Strong leadership and people management skills.
• Must be able to clearly communicate with fellow staff and key stakeholders.
• Must possess emotional intelligence and manage emotions in a mature and composed manner as expected.