Job Description

The Procurement Officer will be responsible for supporting the bank in procurement activities, cost control, and other general duties. This position will work closely with all Departments/Branches across MHB, ensuring cost-efficiency, timely maintenance of assets, and contributing to the organization's overall budgetary control efforts. The ideal candidate will possess a strong understanding of procurement processes, cost management, and the importance of maintaining bank assets and tools. This role demands high attention to detail, excellent organizational skills, and a proactive approach to work in a fast-paced environment.

This role requires an individual who can manage procurement and asset maintenance with a cost-conscious mindset, all while working across multiple departments to keep the organization running smoothly. The role will be fast-paced and demand excellent organizational, financial, and communication skills.

SUMMARY OF THE KEY DUTIES AND RESPONSIBILITIES

Procurement & Cost Management :

• Receive and review purchase requisitions for completeness before submission to the Senior Procurement Officer.
• Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Local Purchase Orders (LPOs) for review and approval.
• Source quotations from approved suppliers in accordance with the Bank's procurement procedures.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Coordinate the receipt of goods and confirm that deliveries match purchase orders and specifications.
• Report any procurement issues or delays to the Senior Procurement Officer.
• Monitor and track expenditures, ensuring adherence to set budgets and cost-saving targets.
• Perform regular analysis of procurement data to identify opportunities for cost reduction and efficient purchasing.
• Ensure Value for Money in all procurements.

Vendor & Supplier Management:

• Maintain an up-to-date database of approved suppliers.
• Build and maintain strong relationships with suppliers and vendors, ensuring competitive pricing and timely deliveries.
• Conduct regular assessments of supplier performance to ensure quality, service, and delivery standards are met.
• Coordinate the receipt and inspection of goods, ensuring they meet the required specifications and quality standards.
• Assist in supplier prequalification and evaluation exercises.

Procurement Documentation

• Maintain accurate procurement records and filing systems.
• Ensure all procurement documents are complete and properly filed.
• Track the status of purchase requisitions and purchase orders.
• Maintain procurement registers and update procurement records.

Budget Tracking & Reporting:

• Assist in the development of departmental budgets related to procurement and maintenance.
• Track and report on budget variances, providing recommendations for corrective actions when necessary.
• Assist in the preparation of financial reports and cost control summaries for management review.

Health & Safety Compliance:

• Ensure that all bank assets, tools, and vehicles comply with safety regulations and undergo regular safety checks.
• Ensure that maintenance activities do not interfere with day-to-day operations and are carried out efficiently.

Collaboration & Communication:

• Work closely with cross-functional teams to understand departmental needs and help facilitate the procurement of materials and services.
• Assist in resolving any procurement-related disputes or challenges promptly and professionally.
• Prepare routine procurement reports for review by the Senior Procurement Officer.
• Maintain records of outstanding purchase orders and supplier deliveries.
• Compile procurement data to support management reporting.
• Coordinate with Finance to facilitate supplier invoice processing and payment follow-up.

Required Qualifications

• A minimum of Bachelor's Degree in Business Administration, Procurement, Finance, or a related field.
• Proven experience in procurement processes.
• Strong understanding of cost-saving strategies and budget monitoring.

Required Experience

• 1-2 years of relevant experience in procurement, cost control, or administrative support in a fast-paced environment (banking experience is an advantage).

Required Knowledge and Skills

• Excellent organizational skills with a keen eye for detail.
• Strong negotiation skills and the ability to build relationships with suppliers.
• Problem-solving abilities to address procurement and asset-related issues efficiently.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with procurement software.
• Time management skills to balance multiple tasks and meet deadlines.
• Strong communication and interpersonal skills to interact with all levels of the organization and external vendors.
• Proactive approach to identifying cost-effective solutions and asset management strategies.

KEY BEHAVIORS COMPETENCY NEEDED

(List of personal attributes, motives, values and/or characteristics required for the person to possess in order to carry, manage responsibilities towards meeting various Organization and particularly Departmental targets

Personal Attributes:

• High level of integrity and trustworthiness.
• Ability to work effectively in a busy, dynamic environment.
• Focused on achieving cost-saving targets and improving operational efficiency.
• Team-oriented with the ability to collaborate across departments and manage vendor relationships professionally.

COMMUNICATION AND FUNCTIONAL RELATIONSHIP

(Detail the working contacts within and outside the organization, indicating the purpose of the contact)

• All employees
• Branches
• Vendors

• Receive and review purchase requisitions for completeness before submission to the Senior Procurement Officer.
• Prepare Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Local Purchase Orders (LPOs) for review and approval.
• Source quotations from approved suppliers in accordance with the Bank's procurement procedures.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Coordinate the receipt of goods and confirm that deliveries match purchase orders and specifications.
• Report any procurement issues or delays to the Senior Procurement Officer.
• Monitor and track expenditures, ensuring adherence to set budgets and cost-saving targets.
• Perform regular analysis of procurement data to identify opportunities for cost reduction and efficient purchasing.
• Ensure Value for Money in all procurements.
• Maintain an up-to-date database of approved suppliers.
• Build and maintain strong relationships with suppliers and vendors, ensuring competitive pricing and timely deliveries.
• Conduct regular assessments of supplier performance to ensure quality, service, and delivery standards are met.
• Coordinate the receipt and inspection of goods, ensuring they meet the required specifications and quality standards.
• Assist in supplier prequalification and evaluation exercises.
• Maintain accurate procurement records and filing systems.
• Ensure all procurement documents are complete and properly filed.
• Track the status of purchase requisitions and purchase orders.
• Maintain procurement registers and update procurement records.
• Assist in the development of departmental budgets related to procurement and maintenance.
• Track and report on budget variances, providing recommendations for corrective actions when necessary.
• Assist in the preparation of financial reports and cost control summaries for management review.
• Ensure that all bank assets, tools, and vehicles comply with safety regulations and undergo regular safety checks.
• Ensure that maintenance activities do not interfere with day-to-day operations and are carried out efficiently.
• Work closely with cross-functional teams to understand departmental needs and help facilitate the procurement of materials and services.
• Assist in resolving any procurement-related disputes or challenges promptly and professionally.
• Prepare routine procurement reports for review by the Senior Procurement Officer.
• Maintain records of outstanding purchase orders and supplier deliveries.
• Compile procurement data to support management reporting.
• Coordinate with Finance to facilitate supplier invoice processing and payment follow-up.

• Excellent organizational skills with a keen eye for detail.
• Strong negotiation skills and the ability to build relationships with suppliers.
• Problem-solving abilities to address procurement and asset-related issues efficiently.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with procurement software.
• Time management skills to balance multiple tasks and meet deadlines.
• Strong communication and interpersonal skills to interact with all levels of the organization and external vendors.
• Proactive approach to identifying cost-effective solutions and asset management strategies.

• A minimum of Bachelor's Degree in Business Administration, Procurement, Finance, or a related field.
• Proven experience in procurement processes.
• Strong understanding of cost-saving strategies and budget monitoring.