Procurement Manager

Description

1. Procurement Management

• Develop the annual and monthly Procurement Plan for the procurement of goods, works, and services in consultation with the Supply Chain Manager with a focus on: o Timely delivery of procured services o Obtaining the best value for money o Utilizing buying power leverage
• Monitoring of re-order level of spare supplies and inventories and ensuring timely availability of materials, equipment, spares, and engineering utilities as per agreed schedules.
• Maintain records of goods ordered and received, thereby ensuring that all procurement documentation is appropriately filed
• Prepare payment and cash flow forecast for imports and local purchases based on payment terms
• Advise internal customers on the appropriate procurement process to be followed
• Manage the tender process in adherence to the Procurement Policy, inclusive of the following: o
• Develop tender documents for approval by the Tender Committee, inclusive of requests for information, requests for proposals and adverts for procurement
• Guide tender evaluations and ensure alignment to the internal processes o Schedule and facilitate tender openings o Draft letters/e-mails of feedback to all bidders
• Participate in contract negotiations with vendors in collaboration with the representation of respective user departments o Monitor compliance with the tender review process
• Chair the Tender Committee.

2. Relationship Management

• Develop and maintain constructive and cooperative working relationships with suppliers, colleagues, and management to ensure business continuity
• Facilitate supplier meetings in the discussion of procurement processes to identify bottlenecks and identify initiatives to address queries/concerns raised
• Work across service providers to achieve value through maximized savings benefits, reduced duplications, and negotiate fixed contractual agreements
• Administer contract performance, including delivery, renewal, warranty, damages, and insurance
• Conduct efficient and collaborative procurements which are corporately compliant (tendering, quotations, negotiations, evaluation award, contract management, supplier relationship management) and which results in a high value-adding commercial outcome.
• Maintain an updated database of suppliers

3. Budget Managementajira

• Develop the annual procurement budget based on operational and financial targets for Supply Chain
• Monitor the operating budget to ensure expenditure is aligned to budget allocations while addressing budget variances with the Supply Chain Manager
• Authorize expenses as per approval matrix or delegation of authority

4. Record keeping

• Work closely with Warehouse Manager to maintain an updated accurate records receipts and ensure timely processing GRNs
• Keep records of all procurement activities for both local and imported while ensuring an updated record of prices changes is maintained
• Work with Commercial Officer [Inbound] to ensure LCs and Cost sheets are prepared correctly and timely
• Introduce a proper filling system where accessing and retrieving records should be done easily

5. Manage Supply Chain KPI Dashboard

• Work with Supply Chain Manager to create KPIs dashboard for supply chain department and perform monthly update/reporting

6. People Management

• Participate in the recruitment of subordinates in collaboration with management and the Human Resources Department
• Manage the performance of direct reports, ensuring agreement of annual goals, measuring performance against agreed goals, and dealing with areas of non-performance
• Manage the development of staff and identify training interventions in support of career development
• Input into the development of succession plans for the department in consultation with management
• Coach and mentor team members to foster personal growth and teamwork
• Approve leave, subsistence, and travel expenses as per the approval matrix 7. KPIs
• Savings
• On-Time In-Full
• Order Cycle Time
• PO after invoice
• Order Creation Time
• Supplier payment compliance

Requirements

• Degree in Business Administration, Accounts, Economics, Engineering Management, Transport, and Logistics / Supply chain.
• Qualifications as an added advantage: MBA
• Professional registration: Registration with Procurement and Supplies Professionals and Technicians Board (PSPTB) as an added advantage.

Work Level: Senior Management
Job Type: Permanent
Salary: Market Related
EE Position: No
Location: Dar es Salaam