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
Other Accountabilities
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
Other Accountabilities
Job Context
Education
Experience and Skills
Education Level: University Graduate.
Work Experience: 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