Sr. Officer – Procurement Coordinator

About This Role

Job Purpose

To Assist Senior Manager P&S in Procurement Administration and coordination for vendor proposals , contracts management, vendor management, MIS and Dashboards.

Key Accountabilities

Contracts and vendor Management

• Assisting in documentation of service level agreement to properly monitor and evaluate the performance of suppliers, and report on this on a regular basis for MIS

• Responsible supplier performance dashboard for critical vendors for management reporting

• Assist in contracts documentation and manage documentation checklists

• Coordinate vendors relations for managing supply chain for orders. Initiate and keep track of orders. Reconcile or resolve order discrepancies with supplies

• Maintain good relationships with suppliers and assists in renegotiating prices and other terms on a regular basis

• Payment terms negotiation, optimization and credit terms management in the PACMAN

• vendors Accounts stat4ment reconciliations and coordinate payment to vendors on time

• Vendor Onboarding process

• Support in BOQ, RFP and Tender process

• Quotation evaluation, cost benefit analysis, negotiation

• Preparation of vendor evaluation reports

• Vendor performance reports

• Compliance to vendor master and process

• Renewal of Contracts

• Contract review and documentation

• Supporting Compliance to legal and InfoSec review documentation

Procurement:

• Work with internal stakeholders to determine procurement needs, quality and delivery requirements.

• Ensure sign off from vendors and internal stakeholders on PO related conditions of procurement on each PO

• Assisting in documentation of service level agreement to properly monitor and evaluate the performance of suppliers, and report on this on a regular basis for MIS

• Monitor, evaluate and report supplier performance, according to an appropriate Service Level Agreement, on a continuous basis.

• Responsible supplier performance dashboard for critical vendors for management reporting

• Manage material outsourcing reports and related compliance requirement

• Assist in developing sourcing strategies. Set and plan supplier accreditation and service level management based on stakeholder requirements

• Assist in contracts documentation and manage documentation checklists

• Coordinate vendors relations for managing supply chain for orders. Initiate and keep track of orders. Reconcile or resolve order discrepancies with supplies.

• Maintain good relationships with suppliers and assists in renegotiating prices and other terms on a regular basis

• Keep daily records of needed for MIS using PACMAN and report supply chain PACMAN SLA reports

• Assist in implementation of Fixed Assets Resister. Bar code assets and update asset register

• coordinate Annual fixed asset stock take and reconciliation and manage Assets Register system

• Payment terms negotiation, optimization and credit terms management in the PACMAN

• vendors Accounts stat4ment reconciliations and coordinate payment to vendors on time

• Coordinate review of purchase policy and procedures, analysis and recommendations

Governance and control

• Manage material outsourcing reports and related compliance requirement

• Assist in developing sourcing strategies. Set and plan supplier accreditation and service level management based on stakeholder requirements

• Support documentation related to sustainable procurement for ESG compliance

• Review and update of Procurement policy and procedure for yearly review

Experience and Skills

• 3 - 5 years experience in Procurement process and Administrative and payment functions
• Thorough knowledge of PACMAN or vendor management systems would be an added advantage.

Strong knowledge of:

• Budget Management
• Group Administration
• Procurement and contracts Management
• Service Quality- Property and Services