Procurement Specialist

Summary

To provide support to the Procurement Manager in managing all procurement activities in assigned or group of categories, comprising of all goods, services and/or works required from the relevant stakeholders, helping to set category strategy, interfacing with internal customers and suppliers to ensure best value for the Bank.

Key Duties and Responsibilities

Procurement Activities

1. Coordinate with key stakeholders in all Departments / Business Units to identify and understand business needs.
2. Develop and prepare category plans, analysis and management of assigned or group of categories.
3. Plan procurement activities proactively to achieve all procurement projects competitively and on time.
4. Develop relationships with stakeholders, working together to optimise and leverage volumes and specifications, challenging these where required.
5. Identify recurring requirements and develop call-off / rate contracts to achieve better value and efficiency for Bank.
6. Conduct market search to identify potential suppliers and, available high quality and cost-effective goods, services and/or works in the market.
7. Prepare and initiate RFQs/Tenders and manage end to end process.
8. Prepare commercial evaluation / price analysis of supplier quotations in accordance with their business suitability and the principle of best total value.
9. Responsible for negotiations planning and execution with suppliers on costs, commercial and contractual terms.
10. Strive to assist the Procurement Division to achieve best value, quality and delivery terms, at all times for goods, services and/or works procured on behalf of the Bank.
11. Identifies and proposes cost savings opportunities to reduce total spend.
12. Recommend process improvements to reduce internal process timelines and costs for RFQs/Tenders, P2P, supplier management processes.
13. Provide high service levels for Bank including timelines, professionalism, communications and expectations within the operational duties.
14. Interface with user departments, including senior management, and suppliers on procurement projects.
15. Prepare, review and confirm purchase orders and contracts to be sent to suppliers in ensuring that the purchase orders and contracts are accurate, and all category frameworks and guidelines / policies are followed.
16. Set up Blanket Purchase Agreements (BPA) for recurring requirements in the Company’s Procurement System.
17. Support in follow up with suppliers to ensure that ordered goods and services are delivered on time and within the agreed prices in PO/contract.
18. Liaise with and support invoice management team, user departments and finance to ensure suppliers receive their payments as per the PO / contract terms in supporting healthy business relationship with suppliers.
19. Maintain and promote sound relationships with suppliers.

Budgeting and Financial Performance

1. Monitor the financial performance of a given area of activity versus budgets and ensure all activities are carried out in line with the approved guidelines while promptly reporting on any variances to internal stakeholders.

Contract Management

1. Review of goods, services and/or works contracts concluded with suppliers to ensure that the company is getting the best quality, price and delivery time available in the market. 
2. Work closely with Contracts team and support them to ensure appropriate agreements are negotiated and in place.

Supplier Relationship Management

1. Build high levels of trust and understanding with key external stakeholders including suppliers and contractors to promote full compliance with industry regulations and promote broader understanding of Banks’ interests and practices.
2. Keep record of all suppliers and goods, services and/or works purchased for future reference ensuring the continuous procurement of high-quality goods, services and/or works in the most cost-efficient manners.
3. Support in conducting the supplier performance evaluation in conjunction with the user dept and Supplier Management team.
4. Initiate and support supplier pre-qualification initiatives in coordination with Supplier Management team and maintain a list of pre-qualified suppliers of assigned or group of categories.

Policies, Systems, Processes & Procedures and Information Security

1. Provide inputs and implement policies, systems and procedure so that all relevant procedural / legislative requirements are fulfilled while delivering a quality and cost-effective goods and services.
2. Follow all relevant procurement policies, processes, standard operating procedures and instructions including awareness, understanding and undertaking of the Bank’s information security policy so that work is carried out in a controlled and consistent manner.

Quality, Health, Safety, & Environment

1. Ensure compliance with all relevant quality, health, safety and environmental management procedures and controls to guarantee employee safety, compliance, delivery of high-quality products/service and a responsible environmental attitude.

Continuous Improvement

1. Identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
2. Take responsibility for own ongoing personal development and growth of expertise.
3. Remain up to date with market trends and developments in procurement and supply chain domain

MIS and Reporting

1. Prepare sectional statements and reports timely and accurately to meet department requirements, policies and quality standards.
2. Provide regular status updates to procurement management and stakeholders on ongoing RFQs/Tenders, pending purchase requests, purchase orders, contracts, procurement savings etc.

Related Assignments

1. Perform other related duties or assignments as directed.
2. To act as a back-up in the absence of a colleague.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal

• User departments / Business Units
• Legal
• Finance
• Contracts
• Executive Management

External

• Suppliers
• Contractors

FRAMEWORKS, BOUNDARIES & DECISION-MAKING AUTHORITY

1. The Procurement Specialist is required to support Procurement Manager with all company Procurement activities.
2. Key decisions in the assigned categories are referred to the Procurement Manager for approval before implementation.
3. All decisions concerning policies and procedures for the department are taken by the Head of Administration.
4. All financial decisions will be as per the DOA / financial authority matrix set by Bank.