Buyer at Stanbic Bank

Job Purpose

To Support the Manager Procurement in
The Delivery of agreed objectives in line with the procurement strategy. Jobholder will also support respective Users Department in projects intended to transform the Banks operations and services as and when required.
The procurement of all requirements under category and any other business-focused operations. These initiatives are aimed at influencing sustainable and efficient operations in line with business objectives with a focus on procurement, cost management, service delivery, sustainability of supply and entire supply chain management.

Key Responsibilities/Accountabilities

KEY RESPONSIBILITIES/ACCOUNTABILITIES

• Support in identifying the category strategy and a rolling programme of areas to be addressed within the procurement category.
• Execute the buying process within agreed turnaround times
• Analyse requests for mid and low value purchases. Validate the nature of the purchase request and execute the required buying process based on the defined threshold in the Procurement Policy, Procedure Manual and Process flow (hereafter referred to as PPPs).
• Search for potential suppliers within the preferred supplier list and identify additional suppliers if not on the supplier list. Obtain approval from the Procurement Manager before placing orders with suppliers.
• Conduct the Request for Quote (RfQ), Request for Proposal (RFP) processes or as defined and detailed in the PPPs and support responding suppliers with queries surrounding commercial terms.
• Facilitate the clarification of technical, commercial and any other questions between internal stakeholders and suppliers in a professional manner.
• Conduct the tender evaluation with the Cross Functional Sourcing Team (CFST) based on the defined evaluation criteria.
• Execute the commercial and technical negotiation and supplier selection with the assistance of the technical SME. Determine the purchase order terms and conditions within the overall parameters of the bank's procurement practices.
• Identify savings opportunities through the selection of the best quotes and through supplier negotiation. Assess the pricing of products and services proactively.
• Formalise the recommendation for review and approval by the business unit is in place for the business to make a decision on approval.
• Resolve queries, claims and buying issues escalated via the Procurement helpdesk or the business.
• Escalate and follow up on unresolved queries and issues related to the execution of buying according to the engagement model defined in the PPPs and Africa Regions Procurement Framework guidelines issued.
• Provide excellent customer service to business units. Educate the business on procurement policy, processes, systems and governance.
• Maintain relationships with suppliers to enable resolution of issues.

Update purchase orders related to buying

• Manage changes to new requisitions or close purchase orders if no longer needed.
• Analyse procurement requisitions from a validity point of view. Reject requests that are not appropriate.
• Manage purchase order changes - receive requests from suppliers or internal teams to amend purchase orders, determine the feasibility of the change request and amend purchase orders if properly approved. If no resolution can be achieved, escalate to the Procurement Manager and the purchase order owner in line with standard operating procedures.
• Follow up on open purchase orders, monitor the acknowledgement or receipt from suppliers and follow up with them to ensure that goods are delivered on time.
• Investigate exchange rates for cross-border purchases, quote amounts and quotation dates. Ensure that all purchase order elements are valid.

Support the management of demand for buying

• Participate in the development of forecasts for buying activities at the required intervals using historical buying information and business needs as input.
• Review the usage of products and services that are acquired through the buying process to make recommendations to the Procurement manager.
• Review requests for new products or services to be procured to determine if the specifications are clear enough. Resolve challenges with specifications before embarking on the buying activities.
• Continuously promote the use of contracted items and preferred suppliers for goods and services by engaging with the business teams requesting the buying and helping them understand the available items.

Procurement governance

• Ensure process compliance for buying activities by enforcing the use of purchase orders as opposed to sundry items or one time vendor. The minimum compliance is 80% of buying through purchase orders.
• Direct the spend for buying activities in line with localization requirements.
• Maintain records and provide reports to the Procurement Manager on buying activities in line with standard operating procedures and work instructions. These reports include purchase orders processed, goods/services delivered, supplier performance in relation to delivery and quality and consumption analysis for stock or frequently purchased goods.
• Conduct research on new opportunities to procure goods and services from alternative suppliers or to obtain better value.
• Ensure adherence to the procurement policies and processes.
• Identify opportunities to improve the processes, templates and documents used in buying activities and make suggestions to the Procurement Manager

Compliance and AML

• Responsible for the implementation and adoption (within Procurement Department) of all Compliance, Anti-Money Laundering and Sanctions related requirements contained in policies, procedures and processes. This includes verification and confirmation of PEP approval as per the on boarding process. This includes monitoring and identifying any material compliance related breaches and escalating them to the Compliance Office.

Key Dimensions of the Job

• Support the Procurement Manager with regard to Commercial advice on, and authorization of, contracts, purchase commitments and expenditure made throughout the bank
• Ensuring Vendors provide KYV documentation during contract initiation process
• Responsibilities of all the procurement function under Category in line with the GVM&P Procurement Guidelines & Operating Framework
• Risk management

JOB CONTEXT

• Jobholder works to specific professional guidelines, legislation and instructions.
• This is an autonomous role where detailed day to day work is not checked or subject to detailed scrutiny on a regular basis. Appropriate audit and statutory checks will be made to minimize the bank’s exposure to financial loss.
• The Jobholder is instrumental in supporting the Procurement Specialist to develop the Bank’s strategic procurement policy.
• The jobholder is predominantly responsible for the prioritizing of his/her own workload, but does undertake work and or projects as requested by senior management.
• The procurement category buyer is one of 6 key posts in the banks procurement department and the jobholder will have specific professional knowledge and skills that are unique within the bank’s staff. Therefore, as a service provider, the jobholder will be called upon by many department or establishments within the bank for advice and expertise.

KEY PERFORMANCE MEASURES
Category Management – Ensure that all Procurement under category is within the strategic sourcing plans
Procurement Governance and Assurance – Ensure that all procurement under category complies with the Procurement governance framework and operating model

Contract Management
100% contract compliance for all Banks Strategic vendors.
80% contract compliance for all other vendors
Periodic Performance Evaluations of vendors
Stakeholder Management – Maintain relationships with all Key stakeholders

People – Manage career progression by acquiring relevant training and professional qualifications

IMOPORTANT RELATIONSHIPS
It is essential to maintain a close working relationship with the Procurement Manager, Specialist, Business Units, Head of Ops and Suppliers so as to ensure that service/ support and strategic objectives of the bank are consistently met and exceeded.

Preferred Qualification and Experience

RECOMMENDED MINIMUM QUALIFICATIONS
Education Level

• Degree holder from a recognized University (min – 2nd class upper or equivalent).
• Diploma - CIPS (Chartered Institute of Procurement and Supply

Experience

• 3-4 Years in Procurement Sourcing
• Procurement practitioner experience would be advantageous, preferably with experience across multiple categories and business areas.

Knowledge/Technical Skills/Expertise

Technical Competencies
Purchasing
Knowledge and skills related to the acquisition of products and services.
SEASONED - Applies concepts without requiring supervision, able to provide technical guidance when required

Deal Negotiation
The ability to lead and direct the negotiation strategy, select the deal team and drive the negotiation of terms and conditions of purchases the Bank needs to make for goods or services.
BASIC - Applies elementary concepts to develop activities under supervision

Procurement Market Research
The ability to source information about spend categories, supplier capability, price points and other information relevant to buying decisions.
PROFICIENT - Clear knowledge and application of the concept

Supplier Relationship Management
Knowledge and application of tools and methods to monitor the effective delivery of suppliers and to gain maximum value from supplier services.
BASIC - Applies elementary concepts to develop activities under supervision

Procurement Process
Knowledge and application of the SAP vendor management modules and the supporting business processes.
PROFICIENT - Clear knowledge and application of the concept

Buying Execution
The ability to evaluate and process one time buys, emergency buys, low value/low complexity buys and purchasing of new commodities not on the catalogue by using e-RFX tools (electronic requests for proposal, quote, information or tender) and to conduct basic negotiations.
SEASONED - Applies concepts without requiring supervision, able to provide technical guidance when required