Intern Administration at Bank of Africa Kenya Limited

Job Purpose

Sourcing of Suppliers (prequalification) and Purchasing of goods and services with transparency, accountability, efficiency and cost effectiveness as guided by the procurement policy. Review of Contracts of the Bank on an annual basis as per policy. Insurance renewals and claims settlement follow up

Responsibilities and Accountabilities

Procurement: Ensure that bank purchases are undertaken comprehensively and meticulously by: - (25%)

• Supplier prequalification is done as per policy and market intelligence is undertaken when sourcing for new suppliers.
• Procurement to be done within stipulated timelines.
• All request for proposal and request for quotations (RFPs/RFQs) sent, received, recorded and executed within stipulated SLA (weekly reporting template to be provided to immediate supervisor)
• All approval documents to be scanned in a shared procurement folder.
• Bank purchases to be monitored to ensure delivery within agreed timelines.
• LPOs to be tracked to ensure goods, services and works are delivered within timelines
• Weekly reports to be provided to immediate supervisor on LPO's raised and costs
• Monthly summary reports to be provided to supervisor.

Contracts: Ensure that bank contracts are renewed and appraised comprehensively by: - (25%)

• Contracts to be renewed 3 months before expiry
• To assist procurement officer in renewal of contracts through supplier appraisals conducted in liaison with internal stakeholders and market cost reviewed on competitiveness.
• Filling of executed contracts in procurement folder and procurement files.
• Internal stakeholders to be advised immediately once contract is signed to diarise monitoring schedules
• Weekly reports to be provided to supervisor on contracts about to expire.
• Monthly summary reports to be provided to supervisor.

Insurance: Ensure meticulous and comprehensive review of bank insurances by: - (25%)

• To assist procurement officer in renewal of all insurance covers to by 31st December of every year or the policy due date.
• To ensure that the interest of the Bank is taken care of in all the insurance covers obtained.

Cost Optimization Management: Ensure optimal cost review for all Bank expenses by: - (25%)

• Developing cost review metrics and ensure that the same is tracked in liaison with Procurement and Administration manager.
• Ensuring that any exceptional cost incurred is escalated to the Procurement and Administration manager for further review.
• Monitoring the company cost exposure and advising on corrective, mitigation measures.
• Ensure cost reduction through effective negotiation on bank purchases.
• Ensure supplier appraisals are done in liaison with internal and external stakeholders.

Minimum Requirements

• Bachelor’s degree in procurement and supply chain management or equivalent business related field experience.
• Two (2) years’ experience with one (1) year of exposure in procurement in a financial institution;
• Membership to a relevant professional body – Kenya Institute of supply chain management (KISM)

Competencies and Attributes

• Knowledge of market practice around procurement and contractual processes – ability to give market insight on emerging trends to improve the bank.
• Analytical Skills - ability to deconstruct information/critical thinking, to draw conclusions for problem analysis, resolution and decisions making.
• Stakeholder Management - demonstrate interpersonal skills in the identification, analysis, and planning of actions to communicate with, negotiate with and influence various stakeholders.
• Negotiation and influencing skills – ability to engage service providers and reduce the bank expenditure maintaining quality purchases.

Closing: Monday November 21st, 2022.