Vendor Management & Procurement Admin Assistant Coordinator

Position Overview

Zanaco Bank Plc is inviting applications from suitably qualified and experienced individuals for the following job aimed at contributing to the Bank's strategic vision, in the Operations Division under the Supply Chain Management at Head Office - Support Functions:

Role Description

• To ensure that deliveries for approved Purchase Orders are made on time according to the Purchase Orders and contracts.

• To send reminders to suppliers on all deliveries that are due within 24 hrs. of them being due.

• To draft and send delivery extension letters to overdue deliveries 1 day after due date.

• To draft and send cancellation letters to suppliers for all overdue orders.

• To ensure site inspections are carried for all construction projects

• To ensure goods delivered are made as per samples approved by the business units

• To be the focal point to receive invoices that have complete documentation and with works that have been verified.

• To ensure that the invoice receipt date is indicated and stamped on the suppliers’ copy

• To explain to the supplier that payment is expected within 30days from the date of the stamp on their copy.

• To manage all requests for references from suppliers.

• To call all the bidders that have recurring monthly invoices and ensure their invoices and statements are collected by the end of every month and taken to accounts. E.g. security, Maintenance contract etc.

• To liaise with accounts and provide feedback to all bidders following up on payments within 24hrs of receipts of query.

• To give feedback to internal customers following up on supplier payments and/or deliveries.

1.Operational- Expediting

• To ensure that deliveries for approved Purchase Orders are made on time according to the Purchase Orders and contracts.

• To send reminders to suppliers on all deliveries that are due within 24 hrs. of them being due.

• To draft and send delivery extension letters to overdue deliveries 1 day after due date.

• To draft and send cancellation letters to suppliers for all overdue orders.

• To ensure site inspections are carried for all construction projects

• To ensure goods delivered are made as per samples approved by the business units

• To be the focal point to receive invoices that have complete documentation and with works that have been verified.

• To ensure that the invoice receipt date is indicated and stamped on the suppliers’ copy

• To explain to the supplier that payment is expected within 30days from the date of the stamp on their copy.

• To manage all requests for references from suppliers.

• To call all the bidders that have recurring monthly invoices and ensure their invoices and statements are collected by the end of every month and taken to accounts. E.g. security, Maintenance contract etc.

• To liaise with accounts and provide feedback to all bidders following up on payments within 24hrs of receipts of query.

• To give feedback to internal customers following up on supplier payments and/or deliveries.

2.Operational- Compliance

• To conduct procurement Audits per quarter per Department (Self-Assessment For All Units within Procurement)

• To provide Audit Monitoring and Closure Support.

• To provide Open PO analysis for provisioning/reversal.

• In process/Approved PR analysis for provisioning.

• To ensure supplier reconciliations and receipt of statements

• To ensure all payment documents are compliant to procurement Policy standards

• To conduct checks on procurement filling

• To prepare procurement dashboard reports every month end.

• To conduct vendor appraisals and Vendor compliance to Zanaco Policy

3.Operational- Vendor Help desk-To Provide Help desk services within Procurement

• To respond to all Procurement and vendor queries received in the vendor helpdesk email.

• To be the first point of contact for all suppliers that come to visit the supply Chain Unit

• Support with Air Travel and Hotel booking through prescribed procurement Platforms/ modes

• Provide Business spend analysis in Xls ,PPT format for Head procurement and vendor management review.

4.Operational – Conduct Vendor Appraisal

• Ensure Vendor performance appraisals are conducted twice annually by June 31st & December 10th

• To collect and file all company profiles received from bidders wanting business from Zanaco

5.Reporting -To ensure transparency to all stakeholders of invoices within the section

• To prepare the expedite status report on all approved Purchase Orders and submit every Thursday by 16hrs to the Head – Supply Chain Management

• To prepare monthly procurement Dashboards by the 25th of every month

6. Risk Management

• Vendor screening by ensuring that all vendor documents are updated and filed.

• Support and execute necessary actions and deliverables to meet existing and new regulatory requirements that relate to the banks supplier base.

• Report risks within stipulated timeframes

Requirements

Qualifications

• Diploma in Purchasing and Supply from a recognized institution or

• First Degree in Purchasing and Supply Chain Management

Competencies

Verbal & Written communication skills

Analytical skills

Adherence to processes

Transparency

Objectivity

Stakeholder management

Computer skills

Reference Documents (Frameworks And Boundaries)

ACC Act, AML, ZRA, Procurement, Vendor Management, Management policies, Procurement Policies and Procurement Procedures Manual and Regulatory guidelines as may be issued by the Bank or relevant external bodies from time to time.

Operating Environment

e.g. Physical Demands, Mental Requirements

Normal, Long hours when required to ensure that payments, letters, filling and reports are processed on time.