Senior Procurement Contract Specialist

African Bank; Midrand; On-site; ZAR 600,000 - 800,000; Full time

Job summary

A leading financial institution is seeking a Procurement Manager to ensure effective sourcing of goods and services while maintaining compliance with legal standards. This role requires strong negotiation skills, stakeholder engagement, and expertise in contract management. Candidates should have a bachelor’s degree and relevant experience in supplier management. Join us to help optimize procurement processes and deliver value to the organization.

Qualifications

• Minimum 3+ years’ experience in Contract Drafting and Management.
• Minimum 2+ years’ experience in Supply Chain Management is advantageous.

Responsibilities

• Collaborate with internal business units and suppliers for sourcing goods/services.
• Ensure adherence to legislative regulations and governance processes.
• Monitor supplier performance and manage supplier relationships.

Skills

Negotiation

Supplier Management

Compliance

Stakeholder Engagement

Contract Drafting

Education

Bachelor’s degree in law/ commerce/ supply chain

Job description

MAIN PURPOSE OD THE ROLE:

To collaboratively work with the internal business units and suppliers to source goods and/or services for the Bank at the best value in respect of quality, price, legal framework, risk and compliance. Responsible for contract drafting/review and negotiation while ensuring adherence to legislative regulations, sound commercial principles, governance processes as well as the respective internal policies. Ensure supplier performance monitoring and supplier management.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor’s degree in law/ commerce/ supply chain or relevant field
• Minimum 3+ years’ experience in Contract Drafting and Management
• Minimum 2+ years’ experience in Supply Chain Management would be advantageous

ROLE RESPONSIBILITIES:

Treating Customers Fairly and Compliance

• Create and maintain productive relationships with internal and external clients by providing advice and assistance
• Create understanding of the ‘real’ versus ‘perceived’ need through experience and expertise while complying with company policies, legislation and regulations
• Keep the client informed about progress through written communication, telephone communications, and/or face-to-face meetings
• Build a positive image by exceeding client expectations at all times
• Treat internal and external customers fairly at all times

Stakeholder engagement and satisfaction

• Create and maintain productive relationships with upper management as well as internal and external stakeholders.
• Provide expert advice to key stakeholders on all procurement and contract related activities (including contract best practice and procurement policy requirements),
• Support in the development and implementation strategies to meet business needs, enhance stakeholder engagement, and challenge and motivate providers to optimise service outcomes.
• Demonstrate continuous effort to decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service both internally and externally.
• Keep internal and external stakeholders regularly updated on progress through written communication, telephone communications, and/or face-to-face meetings where required.

Supplier monitoring

• Ensure that supplier reports are received by the agreed date and circulated to the respective business units
• Validation of Supplier stats against internal data
• Analyse the data available to determine the levels of service achieved and identify SLA breaches
• Where SLA breaches are identified, determine if penalties are due and instigate actions were required to rectify poor performance
• Conduct regular internal and external service review meetings to actively monitor progress against issues and ensure that the agreed level of service is maintained.
• Ensure that all internal and external supplier meetings have minutes and they are shared with the respective stakeholders
• Finalisation of outstanding items arising from meetings (issues, Service level credits etc.)
• Analyse performance metrics and make recommendations to assist in improving service outcomes

Procurement and Contract Lifecycle Management

• Participation in tender processes which include working with the respective business units to determine the requirements (scope of work), sourcing of prospective suppliers, supplier briefing, analysis of submissions and recommendations, issuing of award and rejection letters and contracting
• Support in contractual negotiations and assist with drafting/reviewing and execution of contracts
• Ensure that contracts specify the outcomes required, together with clear criteria relating to costs, quality assurance, and service standards
• Collaborate with Senior Contract Specialist and the Legal team and provide input in the negotiation of overarching legal agreements
• Ensure that the terms of contractual agreements are written in language that is legally binding and in accordance with the requirements from business
• Analyse price proposals, financial reports, and other data to ensure that contracted pricing aligned to the pricing negotiated by Sourcing and/or Business
• Ensure that agreements are signed by the respective parties and in line with DOA and serve as the main liaison for all contracting activities with internal and external stakeholders
• Conduct commodity value spend analysis to identify contract opportunities
• Responsible for the proactive management of contract lifecycle milestones for a portfolio of contracts i.e. investigate the need for contract extensions and terminate contractual relationships upon completion if required
• Investigate contract breaches and ensure that the respective remedies are carried out
• Assist in standardising, simplifying and speeding-up functional processes thus eliminating duplication
• Track licensing expiry to ensure timeous renewals within the contracting framework
• Maintain a contract register to ensure effective Contract Life Cycle management
• Ensure that all projects and contract related tasks are delivered within the agreed timelines
• Assumes responsibilities for additional projects, tasks as assigned by the Manager and shows professionalism in all aspects of work when to requested carry out other reasonable duties and responsibilities not specifically mentioned in the job description during the course and scope of employment
• Assist with drafting of supplier letters/communication such as termination letters, tender documents etc.
• Conduct regular gap analysis on allocated portfolio with respect to contractual artefacts and procurement policy requirements

Data Storage and Reporting

• Ensure storage of all supplier contract related documentation
• Maintain a detailed contract register for all material supplier contracts and other contracts as agreed with management from time to time. Ensure that the integrity and quality of data is relevant and of the required standard
• Ensure that all contractual artefacts, minutes, supplier reports and statistics, compliance certificates etc. are uploaded onto the document repository
• Prepare weekly reports on all contractual, supplier management and procurement activities
• Submit monthly management reports, adhoc reports as required by Management from time to time and report on non-adherence to policy and processes
• Develop preferred supplier lists (including professional services) and ensure the list is updated at all times and relevant agreements are kept valid through the use of the supplier.
• Ensure that the License Register is regularly maintained
• Assist with Conflict of interest and supplier risk reports

Risk and Compliance

• Support in research of regulations to guarantee that contracts are updated and in compliance with laws.
• Ensure contracts are compliant with the respective African Bank policies
• Monitor compliance with the Procurement Policy and ensure that the necessary dispensation is obtained where procurement policy requirements are not met
• Assist with maintaining a risk register for the GSSR team
• Conduct annual or more frequent assessments and reviews of the entire Supplier Management (contracting and monitoring) processes
• Assist with reviews of conflict-of-interest disclosures and monitoring
• Assist with analysis and monitoring of Supplier Risks
• Provide support on all audits this includes internal and external audits
• Manage annual outsourcing return to the SARB