Procurement Officer at I&M Bank Uganda

Job Description

Job Purpose.
• The Job holder is primarily in charge of overseeing the procurement of services, supplies and equipment while prioritizing cost-efficiency and quality. It is the Incumbent’s duty to manage the supply inventory, compile, and analyses procurement requests, develop purchase plans, handle purchase procedures, and maintain records of all transactions, producing reports monthly, quarterly, and annually in line with the Bank Procedures and Policies.

Key Responsibilities.
• Manage and coordinate all procurement activities for all the bank departments and assemble timely procurement in line with the procurement policy guidelines.
• Preparation and submission of the annual procurement management plan to Tender Committee for approval.
• Effective monitoring of the procurement plan to determine the profit or loss for every purchase and transaction undertaken.
• Negotiation of the best deals for the bank to procure the highest quality product from the suppliers at the best possible price. 20% annual cost avoidance on procurement transactions.
• Creating purchase orders and ensuring relevant procurement procedures have been applied and all approved supporting documentation is attached under the Dynamics Navision system.
• Issuance of purchase orders within two working days upon completion of internal approvals. Leave Management, Zero outstanding leave for year-end.
• Service Provider /Vendor Invoice verification within one working day upon receipt.
• Uploading of the verified vendor invoices under the Dynamics Navision system within one working day from the date of verification of the vendor invoices.
• Timely submission of approved vendor invoices by cost center heads to finance unit within one working day from the date of approval.
• Tracking service provider /vendor contracts through the Dynamics Navision system and notifying the User Department Head of the contracts due for renewal two months before the expiry date. Monthly submission of reports to the risk departments on due contracts.
• Review of contracts and ensure that all suppliers have valid contracts and update the Dynamics Navision system for easy referencing. Monthly submission of reports for reviewed contracts.
• Negotiate contractual pricing for various Service Level Agreements (SLA’s) and Annual Maintenance contracts (AMC’s).
• 5% annual cost savings on agreements and contracts. Ensure efficiency of the procurement process within the approved budget lines through the spend under management tool; Sum=Total approved spend – Expected spend.
• Monitoring of suppliers’ performance in liaison with user departments as per the procurement policy. Plan and Coordinate service provider /vendor engagement forums to discuss Service Level Agreements (SLA’s) and Annual Maintenance contracts (AMC’s). Bi-annual submission of service provider /vendor performance reports to the tender committee with recommendation for improvement.
• Pre-qualification of suppliers as provided in the procurement policy. The supplier qualification information is collected for review. Quarterly submission of reports to tender committee for the on-boarded vendors.

Requirements.
Minimum Education Qualification:
Bachelor’s degree in Procurement and Supply Chain Management from a recognized institution.
CIPS is added advantage.

Work Experience:
At least 3 years relevant experience.
Required Competencies (Knowledge, Skills & Abilities):
• Excellent communication and interpersonal skills.
• Excellent problem solving and decision-making skills.
• Ability to withstand pressure and be proactive.
• Understanding of tendering procedures
• Understanding of the different unit requirements
• Follow-up skills and Multitasking