Procurement Officer at NCBA Rwanda

Job Title: Procurement Officer

Reports to: Commercial Services Manager

Unit: Procurement

Department: Operations and Technology

Grade: Band 3

Job Purpose Statement

Effectively manage the purchasing cycle, ensuring that procurement policies and procedures are complied with, negotiating and managing supplier contracts, end-to-end 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.

Key Accountabilities (Duties and Responsibilities)

Financial and Strategic Initiatives

1. Tendering for all the services within Logistics and ensure the prices being used are competitive.
2. Carry out business case validations and ensure best value for money.
3. Increase the numbers of suppliers banking with NCBA.
4. Monitor and review budgets by undertaking cost/budget analysis and highlighting any cost changes to users.
5. Ensuring the bank has current executed contracts for the logistics section.
6. Conduct account reconciliation for all the vendors within the category.
7. Ensure compliance of the procurement and vendor management policy and give guidance to internal & external parties on matters regarding the policy.
8. Manage and respond to all Audit issues raised in regard to Procurement. Maintain an audit ready environment for both internal and external audits.
9. Enforcement of all SLAs relating to Procurement and their reviews.

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Operational Management

• Preparation & implementation of Procurement Plans with key departments.
• Preparation and implementation of Business cases.
• Preparation of monthly spending reports for Procurement.
• LPO generation for all logistics activities and ensure relevant approvals are in place.
• Process Payments for all logistics services verify that all invoices for goods and services are analyzed, approved and paid in time to avoid termination of services and complaints from suppliers.
• Identify & Initiate cost cutting measures with the aim of reducing costs without compromising service quality.
• Undertake market research and benchmark the market to ensure the bank gets value for money.
• Enhance internal customer self-service and build internal customer relationships.
• Weekly track of activities and tasks.
• Manage vendor on boarding into SAP
• Ensure vendor prequalification documents are maintained and up to date.
• Ensure compliance to the vendor onboarding process across the group in line with the procurement procedures.
• Preparation and implementation of Procurement procedures.
• Maintain the highest standard of customer experience and satisfaction during the procurement process.

Operational Management

1. Manage contracts and corresponding SLAs for suppliers checking the validity, renewal, review of the necessary clauses and share the report with the Category manager for actions.
2. Providing a monthly update on contracts due to expire 3 months prior to renewal.
3. Circulating the contract justification form for approval and following through until the contract is sealed and executed.
4. Updating the contracts tracker with the scanned executed contracts and updating the relevant schedules.
5. Updating SAP with the executed contract.
6. Facilitate closure of all the logistics contracts and ensure the same are in place.
7. Ensure 80% of the services procured are on framework contracts.
8. Respond to audit in case of any query relating to the category contracts. 
9. Contract administration for the department.

Customer

• Having documented External reviews for all the strategic vendors.
• Scheduling and implementation of internal stakeholders’ engagement through meetings, customer experience engagement and branch visits.
• Enhance internal and external customer relationship and ensure the customer is satisfied.
• Ensure customers access services easily and quickly and Customer complaints significantly reduced.
• Monitor the performance of suppliers and take corrective actions where necessary.
• Manage and mitigate procurement Risks to enable the organization to meet its obligations and a maximize business opportunity.
• Conduct Regular checks to vendor premises to ascertain quality of services offered/received.
• Ensures the implementation and compliance of the consumer data protection principles in the bank.
• Customer satisfaction:

→ Net Promoter Score

→ CSI/RSI

→ Ensuring proper and prompt service delivery

→ Maintaining effective communication with customers

→ Demonstrating appropriate attitudes towards consumers

People Management and Leadership

• Manage the leave schedule for self and all the direct staff.
• Ensure teamwork and create a good environment within the group.
• Monitor and review individual performance for direct reports and enhance individual performance and productivity.
• Ensure the Group culture is entrenched in the daily routine of our operations.
• Continuous Learning of up to 40 learning hours per year.

Job Dimensions

Reporting Relationships: Jobs that report to this position directly and indirectly

Direct Reports null

Indirect

Reports null

Stakeholder Management: key stakeholders that the position holder will need to liaise/work with to be successful in this role.

Internal

• All staff – Branches & Departments

External

• All Suppliers

Decision Making Authority /Mandates/Constraints: the decisions the position holder is empowered to make (Indicate if it is Operational, Managerial or Strategic). Please also highlight

any budgetary control responsibility if applicable for the role.

• Operational and Managerial decisions decision in terms of the procurement decisions for the bank in terms of the vendor to award the work for Logistics services and the cost involved.
• Recommend among alternative suppliers as to which vendor should be awarded tender
• Incumbent uses considerable independent judgment, initiative, and resourcefulness in adapting policies and precedents to specific situations or to select a proper course of action.
• Carry out the bidding and tendering process for logistics services.
• Manage New vendor on boarding process.
• Manage the contract database and ensure it is always updated.
• Budget Control.

Work cycle and impact: time horizon and nature of impact (Planning) (e.g. Less than 1 week, 2 weeks, 2 weeks – 1 month, 1month – 3 months, 3-6 months, 6-12 months, above 1 year)

Annual Planning – Budget and Procurement plans

Daily & Weekly activities for Procurement and Contract Management

Ideal Job Specifications

Academic:

• Degree in Business or equivalent qualification

Professional:

• Post Graduate Diploma Qualification in Supply Chain Management (CIPS or its equivalent)

Desired work experience:

• At least 2 years’ experience in procurement all with responsibility for strategic Sourcing including supply market analysis, tender document preparation, tender evaluation, contract negotiation and supplier performance management in an environment leveraging ERP capabilities for procurement-related functions and processes.
• One to two years of professional work experience in Procurement.

Catapult Bank Core Value Behaviours (Performance Drivers)

• Accuracy: Must maintain high standards despite pressing deadlines. Work right the first time and produce accurate, thorough, professional work. Make sound decisions in a precise way based on fact rather than emotion, analyse problems skilfully and use logic to reach solutions.

Catapult Bank Core Value Behaviours (Performance Drivers)

1. Knowledge: Must aim to acquire an in-depth knowledge of our customers, what they want, need and are looking for. Must be committed to using every touch point on our customers’
2. journey to learn more and understand our customers better so we can create unique products and services designed around their specific stages of life.
3. Professionalism: Must be respectful, Dress appropriately, ensure high quality services and pursue excellence, treat people with dignity, learn and grow abreast of current development.
4. Extraordinary: Must pursue excellence in every task and project a capable, smart and competent image by demonstrating our skills and capabilities through exceptional customer service. Must act with integrity, honesty, transparency and openness and take full responsibility for the work we do.
5. Responsive: Must respond to all needs from users in a timely effective manner.

Ideal Job competencies

Technical Competencies

• Negotiation skills: Must be a good negotiator, particularly in changing behavior and work practices.
• Administrative skills: Must possess ability to analyze management strategies and issues and develop appropriate action plans
• Conduct market surveys: Must be able to monitor market trends for purposes competitive bidding.

Behavioural Competencies

1. Organisations skills: Ability to priorities, plan, coordinate, work under pressure and without supervision.
2. Team work and leadership Skills: ability to work independently while at the same time be an active team player.
3. Personal Ethics: Must be honest and with high level of integrity
4. Interpersonal Skills: Well developed staff supervisory skills and ability to assess staff perfomance but be firm and fair in staff issues.
5. Good communication skills: Excellent communications skills in both oral and written as this will be very effective during negotiations.
6. Goal driven and resulted oriented: Enjoys being measured and judged by administrative performance targets.
7. Able to make decisions, initiative and innovative in executing work.
8. Able to resolve problems amicably and meet deadlines.
9. Interpersonal skills: Must be a people’s person, but firm and fair in staff issues.
10. People management skills: Well developed staff supervisory skills and ability to assess staff performance and train them.