Procurement Officer

Empowering Africa’s tomorrow, together…one story at a time.

With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.

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Job Summary

Support sourcing and supply chain activities at a Country level for the development and execution of commercial solutions and 3rd party risk management targeted to realising significant value for the country.

• Managing vendor onboarding and procurement operations
• Ensure that group strategies are delivered with appropriate levels of execution at the Country level
• Ensure that appropriate governance & risk management models are deployed locally in line with the Absa Bank Procurement Policy, Control & Risk Framework as well as Regulatory requirements

Job Description

Main accountabilities and approximate time split

50% Procurement Operations

Outputs:

• Understanding of business objectives and strategies 
• Conducting due diligence and sanction screening of vendors
• Vendor onboarding into bank’s procurement systems
• Performing segmentation process for procurement deals
• Following up with Supplier Managers to ensure all performance meeting are conducted with minutes taken and stored in central repository
• Management of vendor contracts in bank’s procurement systems
• Reviewing and validating purchase requisitions in alignment with Absa Bank Procurement Policy
• Maintaining regular communication with suppliers to resolve queries and expedite deliveries
• Development of robust benefits recording and target market analysis to support the realization of significant value from Sourcing activity
• Proactively identify and implement process improvements to strengthen the control environment
• Contribute to category management activities and sourcing projects as directed by Head of Sourcing
• Performing Associated Party periodic review
• Preparation, review and uploading of post contract supplier management documents on RSAM (preparation of supplier exit strategy document, engagement model, supplier assurance attestation, material impact assessment, handover documents)
• Assist in Requests for Proposal/Quotation/Information preparation, bid evaluation and supplier selection processes

30% Deliver service excellence to our clients

Outputs:

• All queries received are processed and any pending queries are escalated to the line manager with reason for not being able to accomplish.
• Ensure supplier complaints are handled according to laid down procedures on complaint handling.
• Eliminate stakeholder’s complaint on slow responsiveness of Procurement
• Improvement of customer satisfaction survey
• 100 % projects completed on time
• Work closely with supplier managers to receive the Supplier management outputs, such as vendor’s performance, business requirements, and supplier meeting minutes.
• Support and work as team with supplier relationship managers and all other business stakeholders in carrying out the sourcing activity to close all gaps in suppliers’ documents files.
• Stay updated on procurement systems (Coupa, SAP)
• Suggest process improvements to enhance efficiency

20% Management Information

Outputs:

• Ensure all records for each engagement are recorded in supplier soft and hard copy files
• Prepare weekly reports on vendor due diligence steps
• Prepare monthly procurement performance reports, including spend analysis, supplier performance and compliance metrics
• Report all risk events/incident/issues using the defined process and assist in root cause analysis
• Maintain accurate audit trails for all procurement transactions and documentation
• Support Head of Sourcing in preparing dashboards for governance committees

Risk and Controls Objectives

Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Absa Operational Risk Framework and internal Absa Policies and Standards

• Manage risk and control effectively by applying applicable risk frameworks and embedding a positive risk culture;
• Understanding of own role in the end to end processes in which you play a part, including applicable risks and controls.
• Adhere to Absa’s policies and procedures applicable to own role, demonstrating sound judgement and responsible risk management.
• Report all risk events / incidents / issues using the defined process for your business area and help to understand why these happened and how to prevent them in future.
• Proactively look for ways to improve the control environment by considering what could go wrong in the processes you operate and how errors could be prevented.
• Continuous and proactive engagement with regulatory bodies, unions where applicable
• All mandatory training completed to deadline

Technical skills / Competencies Personal attributes

• Strong understanding of procurement principles, risk management and regulatory compliance
• Proficiency in procurement systems (Coupa, SAP)
• Negotiation
• Relationship/ Partnership Approach
• Innovation and Change
• Analytical skills for spend analysis and supplier performance tracking

Behaviours particularly important to the role

• Listening
• Good Oral Communication Skills
• Patience
• Customer Satisfaction
• Flexible
• Adaptable
• Teamwork
• Confidence

Knowledge, Expertise and Experience

Essential

• Good commercial contractual knowledge e.g., contract law, service level creation.
• Analytical and financial understanding of service cost models and lifetime cost of acquisition.
• Supplier communications and management to achieve leading commercial solutions.

Preferred

• Certified Procurement and Supply Professional
• Registration with Procurement & Supplies Professional and Technology Board (PSPTB) is a must

Absa Values

Absa’s Values and Behaviours represent the set of standards which governs the actions of all of us who work for the bank and against which the performance of every one of us in Absa are being assessed and rewarded:

• Trust - We believe in ourselves and each other
• Resourceful - We innovate for our colleagues, clients and communities
• Stewardship = We take actions today that sustain our tomorrow
• Inclusion - We are stronger together
• Courage - We show up as our authentic selves to own our story