Job Title: Buying Specialist
Employer: Stanbic IBTC Bank Plc
Parent Company: Standard Bank Group
Sector: Banking and Finance
Job ID: 11761
Location: Lagos, Nigeria
Division: Group Procurement
Position Category: Group Procurement
Employment Type: Full Time – Permanent
Shift: No
Regulatory Approval: Yes
Position Description:
• Manage the procurement process for buying and conduct proactive expediting of orders to ensure on-time delivery with a focus on "Just in time" principle.
• Obtain quotes daily for Goods or Services to be procured.
• Identify savings opportunities on day-to-day procurement activities and from RFQ processes and through negotiation tactics.
• Establish and maintain sound stakeholder management principles
• Assist/create Shopping Carts timeously as and when required
• Assess item/stock purchase frequency. Provide consumption analysis and solutions to optimise purchasing elements in relation to demand planning.
• Maintain order tracking system/database inclusive of all relevant correspondence, and quotes.
• Continuous research and market analysis on products (catalogue & non-catalogue) to compare pricing & services with an ambition to enable proactive cost reduction and enhanced service quality.
Key :
• Execute day-to-day procurement tasks within agreed Turn around time
• Develop and manage catalogues and limit orders. Approval required from Category Specialist to include/exclude products from Catalogue.
• Review, update and approve catalogue and non-catalogue shopping carts on EBP.
• Expedite shopping cart approval flow to ensure quick purchase order release.
• Obtain quotes" RFQ" for Goods or Services to be procured
• Resolve queries in a professional manner.
• Communicate time frames to resolve queries.
• Team Track & Q-Docs to be resolved within SLA.
• Demand Planning & Consumption Analysis: Monthly product consumption calculation (Value and Volume).
• Expediting of orders: Receive acknowledgment from supplier in relation to Purchase Order delivery. Proactive expediting of orders to ensure goods are delivered on-time.
Demand Management;
• Actual vs. forecast – benefit forecast and contract volumes
• Product usage and potential specification challenges/new product entry
• RFQ processRunning and or assisting with a full RFQ process
• Source quotation and order placement;
• Receive specification from the business unit and check with Sourcing to find appropriate suppliers, or execute within approved P2P RFQ process.
• Place orders with the most competitive price, product availability and or preferred supplier list.
• Quotation requirements: Product/Service code, Product/Service Description, Unit of Measure, Unit Cost, Total Cost, Delivery time Frame or delivery date. 100% adherence to this requirement.
Procurement Spend;
• Influence the procurement spend derived from free text to go through catalogues.
• PO vs Sundry: minimum 80% compliance.
• Promote the use of available sourcing processes and channels, e.g, SAP SRM, EBP and Sourcing team
• Analyse and challenge shopping carts and procurement requests for validity. Reject requests if deemed to be unsatisfactory.
• Investigate exchange rates, amounts and quotation dates to ensure validity.
Savings;
• Identify saving opportunities through the selection of the best quotes in RFQ process and through supplier negotiation.
• Proactive assessments of product and service pricing.
Customer Service;
• Provide excellent customer service to key business partners (BU).
• Maintain excellent relationships with all stakeholders
• Provide regular updates relating to deliveries and other relevant changes.
• Ownership and accountability for associated purchase orders until delivery is fulfilled.
• Educate Business on procurement policy, processes, systems and governance.
Governance;
• Ensure adherence to policies and procedures of SBSA
• Optimisation of Internal Processes, reduction of risk.
• Establish and maintain robust seamless process for procure to pay commodities
• PO vs Sundry
• Ensure compliance with the use of available sourcing processes and channels, e.g P2P (SAP SRM, EBP), Sourcing.
Reports:
• Reports on activities relating to: – POs processed (Volume & Value). [weekly] – Goods/Services Deliveries. [Daily/Weekly/Monthly] – Supplier Performance in relation to deliveries & product quality. [weekly/monthly] – Consumption analysis for stock or frequently purchased goods (catalogue and non-catalogue). [monthly] – Research: any new findings and opportunities. [monthly] – Catalogue Maintenance: Obsolete/Redundant products & inclusions [monthly] – Spend Reporting (as per category specific needs)
Required Skills and Qualifications:
• Matric with a relevant diploma or degree
• Sap SRM Knowledge essential
• Understanding of the operations within Group Vendor Management & Procurement department
Skills & Competencies:
• Strong problem –solving and resolution skills
• Strong analytical and research skills
• Relationship management
• Following-up on issues effectively
• Innovation, proactive, sets high level of performance for self and introduces a sense of urgency and delivery
• Professionalism, positive attitude and enthusiasm
• Thrives under pressure, solid stress management
• Strong sense of accountability
• Shared communication
• Highly service orientated
• Excellent command of the English language
• Integrity when dealing with issues
• Strong conflict management skills
Thinking Requirements and Work Complexity;
• Able to work in a team
• Understand supplier needs
• Comfortable in dealing with high profile individuals.
• Ability to manage multiple issues
• Ability to handle difficult people and unusual circumstances.
• Maintain good relationships with all suppliers
• Innovation & lateral thinking
• Partnering for a common goal
Problem solving;
• Dealing with irate users and suppliers with utmost courtesy and professionalism.
• Identifying source of incorrect information with rejected shopping carts
• Focus on continues improvement
Planning;
• Time management
• Workload prioritisation
• Pro-active communication
• Providing updates
Decision making;
• Approval of Shopping carts Orders
• Obtaining competitive quotes
Key performance measures:
• Ensure turnaround times are met with regards to P2P processes.
• Ensure purchase order compliance
• Promote the use of the limit order tool to business.
• Catalogue maintenance: responsible for information quality and pricing validity.
• Communicate Policies and Procedures to business partners and suppliers to ensure compliance adherence.
• On-time Delivery: All orders are expected to be delivered on-time as per agreed delivery date quoted and presented to the customer.
• All Shopping Cart requests to be processed within 1 business day from the time the request is received or quote approved/contract presented. Any emergency orders must be placed within the hour of receiving the request.
• General Service Delivery Failure: All elements (excluding the two mentioned above) associated with incorrect qtys ordered, Incorrect unit of issue/measure, Incorrect product ordering, data integrity errors that lead to re-work etc. Any failure points experienced with this KRA can and possibly will lead to "did not meet requirements" performance level.
• Communicate delivery delays to customers as promptly as possible: Before the delivery due date or on the date of delivery.
• Report supplier performance issues and ensure that all relevant supporting evidence is made available i.e. communication, other documentation in the form of an invoice, PO, delivery note, quote etc.
• Expediting: Follow up as per delivery intervention process(50% and 1 business day prior to delivery date) on all outstanding orders and have evidence to support expediting activities i.e. communication on e-mail is the primary source to confirm your performance in relation to expediting. [If orders are delayed/late, and the evidence supports inferior expediting, performance is measured as "did not meet requirements". Two KRAs are impacted i.e. late delivery and expediting = overall performance of "did not meet requirements"]
• A minimum of three quotes required for all non-catalogue items. Time lines to obtain quotes to be defined by category specialist: – Completed Products (e.g. Calculators): 1 business day – Products to be manufactured (e.g. Desk Pad Calendars): 3 business days – Complex Products (manufacturing, multiple materials...
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