Summary
Date Posted: Thursday, May 23 2024, Base Salary: Not Disclosed

JOB DETAILS:
Job Purpose
This function is responsible for supporting the Procurement Management Head in carrying out 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 Procurement Management Head, the following are among the Job Key Responsibilities:

Strategic
• To support the Procurement Management Head to identify, deliver, manage and record cost saving initiatives
• To support the Procurement Management Head with contract administration for all contracts with suppliers to drive continual quality and cost improvements.
• To support the Procurement Management Head draft departmental procurement plans and track compliance.

Operational
• Identifies and researches potential new suppliers to be added to the supplier list and keep a pre-qualified list of approved vendors for the respective Unit.
• Researches new products and services to meet companies goals as per requests assigned
• To manage and attend to all sourcing and purchasing requests received.
• Ensuring all Central Bank requirements are complied and authority to proceed is obtained were necessary for new sourcing 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 the business
• To attend to all tender clarifications and send out addendum as per tender guidelines
• To organize and hold pre-bid meetings when required and send out minutes to the bidders.
• To conduct tender opening sessions and prepare tender opening minutes
• To store bid documents and all procurement records in a safe and secure manner
• To conduct tender evaluations in accordance with the procurement procedures
• Negotiating with suppliers to ensure that Commercial Terms of all contracts bank-wide have adequately covered the banks interest and are in line with Bank Policy.
• Ensures that all documentation and procedures have been followed before approvals are obtained.
• To ensure all contracts are drafted, reviewed by the Bank and Supplier to ensure that the bank gets value for money in all contracts and sourcing agreements.
• Purchase Order management:
– To raise all Purchase Orders as per approvals obtained for all requests
– To expedite deliveries to ensure that goods and services are delivered within the agreed time-lines.
– To ensure vendors are paid for goods and services delivered as per agreed payment terms
– To close all open orders in ERP once goods and services are delivered and vendors paid

Operational- Contracts Management
• To draft all contracts for approvals obtained
• To obtain contract manager nominations for all contracts
• Attend to all contract variations and contract exit process.
• To train contract managers i.e. sensitization of roles and responsibilities of contract managers bi-annually.
• Facilitate the contract renewal process so that contracts are renewed before expiry.
• To conduct negotiations on contracts on price and risk factors.
• Keep contract tracker of all contract updated at all times and ensure alerts for contract expiry are sent to the respective contract manager on time
• Developing and nurturing good relationships with vendors.
• Manage potential service level and legal issues arising from vendor relationships

Operational – Business Partner
• To be the procurement point of contact for all procurement requests from the unit allocated.
• To provide guidance to Business Units on all procurement related matters
• To engage and conduct stakeholder strategic meetings monthly with Divisional Chiefs and Heads of Departments
• To respond to all business unit queries for your respective units.

Reporting
• Draft the procurement plans and sourcing strategy for the respective departments assigned annually
• Send weekly report to the business units to include status of pending requisitions, purchase orders in process, approved purchase orders and contracts on alert.
• Draft and submit reports for the Operations department reconciliation meeting

Risk Management
• Ensure all contracts have anti-bribery, anti-money laundering clauses and corruption clauses covered.
• Support and execute necessary actions and deliverables to meet existing and new regulatory requirements that relate to the bank.
• Training of stakeholders and contract managers on supply chain management policies.
• Identification, assessment, reporting and capture of risks
• Participate in the annual review of procedure manuals when requested.
• Ensure that you familiarize yourself with and adhere to the Zanaco Enterprise risk management framework and participate in risk management trainings organized by IRM when required.

Governance
• Provides counsel to stakeholders across the business functions in support of Procurement, Vendor Management, Outsourcing and Contract Management and other Procurement related queries.
• Responsible for governance, controls and compliance oversight across functions, policy and services delivered by Procurement.

Other
• Any other responsibilities or tasks as maybe assigned by management.

Internal/External Contact
• External: Suppliers, Vendors, Consultants, External Auditors
• Internal: All internal Business Units

Requirements
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
• Member of the ZIPS
• Minimum of four (4) years’ experience in strategic sourcing
• Experience in Banking is an added advantage
• Understating of Supply Chain Management procedures and logistics
• 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

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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